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Manual - FundRaiser Basic

1. Click on the Print Menu then on Envelopes to access this window Print Envelope Now For Current Donor This is the donor that is currently displayed One envelope will be printed All Donors If you have no Query set this is all donors in your database If you have a Query set this will print an envelope for every donor that meets the Query criteria Donors in Que List This prints one envelope for every entry in the Que Marked Gifts This prints an envelope for every contribution that is marked to receive a thank you letter Envelopes will be printed in the same order as the letters for easy matc hup Retum Address If you want your retum address printed on envelopes remove the checkmark from Omit and enter your name and address in the block provided Options or Feed Button Click on this button to change the manner in which you feed envelopes into your printer or to change the fonts used or placement on the envelope Print Button Click on this button when you are ready to preview the envelopes and or to start printing www FundRaiserSoftware com Support FundRaiserSoftwa re com GETTING STARTED WITH FundRaiser Basic 44 Envelope Options Envelope Options m Feed Method 2 2 Cf E r Delivery Address Return Address From Left 4 00 From Left 0 40 From Top 2 25 From Top 0 40 Do Restore Defaults SM Cancel 2 Help To access this window click on
2. Address Down Page Left Margin 0 19 in Avery 5163 Shipping A m Label Size Gap between Labels Width 2 63 in Horizontal 0 13 in Height 1 00 in Vertical 0 00 in Printing Direction Other Across then Down Down then Across Label Border 0 15 in To access this window click on the Options Button in the Label Printing window Use this window to choose a new label type orto make adjustments to the currently selected label Click on areas of this window fora description of that area or scroll down below the window for all information e Mailing Label Type Choose your mailing label type from this list Avery uses a different thousand series for clear labels and for colored labels For example 6160 labels are the same as 5160 labels except they are clear and 8160 labels are the same as 5160 labels except theyare colored Also some other brands of labels will tell you which Avery label their labels are equivalent to e Custom Label Name If Custom Label is selected you may give it a name in this box e Number of Labels these are not editable e Across page this is the number of labels in each row www FundRaiserSoftware com Support FundRaiserSoftwa re com GETTING STARTED WITH FundRaiser Basic 42 e Down page if you are printing on an inkjet or laser with cut sheet paper this is the number of rows on a sheet of labels If you are printing on a dot matrix or other printer that uses continuous fe
3. Anyway you may want to print labels for each of these people to affix to a letter or brochure that you want to mail to them The simplest way to do so is to simply add each one to the Queue list as you Add them Add Donor Click on this button to add the donor curently displayed in the main window to the Queue list Delete Selecta donor in the Queue list then click this button to delete them from thelist GoTo Selecta donorin the Queue list then click this button to display the donors record in the main window Close Close this window and retum to the Donor Screen www FundRaiserSoftware com Support FundRaiserSoftwa re com GETTING STARTED WITH FundRaiser Basic How is the Queue different from a Query The Queue is used when there is no pattem to those you want to group together You are picking and choosing for whatever reason each donor to add to the Queue In a Query you select people based on some pattem like all who have the same Category code orwho gave during a specific time period File Menu Browse Ctrl B Import gt Export Create Backup Restore Backup File Maintenance Check Data Integrity Recalculate Giving Totals Recreate Code Dropdown Lists File Details and Donor Count Exit Browse Pops up a spreadsheet style column and row listing of all the donors Within this Browse window you can search fora donor change the order in which they are displayed and edit most of the data directl
4. Mickey Mouse is probably not a name you have in your database and is there just to show you what your letter will look like when it prints with real data Word Processor Basics The Word Processor is used to create and edit letters It looks and works much like Windows WordPad it s a fairly simple text editor program It does not have all the bells and whistles of a full featured word processing program like Word or WordPerfect but it will allow you to compose and print perfectly acceptable thank you and appeals letters If you re at all familiar with WordPad or any other Windows word processing program you won t need to leam much in order to use FundRaiser s Word Processor The Menu Bar at the top is quite simple the Tool Bar too won t be anything new Let s look at each of the components of the Word Processor window MENU BAR File The File menu holds the usual Windows File functions New starta new letter Open open a letter file previously saved Save save this letter using its existing name Save As name the file this letter or version of this letter will be saved in Print print the text of this letter showing merge functions not merged data Print Preview see this letter s form on the page Page Setup set paper size and margins preferably before you compose the letter Exit exitthe Word Processor www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WTH FundRaiser Basic Edit The E
5. a diskette a zip or jazz drive or even a CD DVD If you intend backing up to a CD DVD however be aware that it must be pre formatted to accept data files using your CD DVD recording software or Windows dialogs You can also us any one of several extemal methods to copy your Fund Raiser Basic data Please click on Help button to see specific directions File Maintenance Running File Maintenance on a regular basis is a must It should be run at least monthly weekly is much better Find it under the File menu This does two things it erases donors and gifts which you have marked for deletion second and more importantly it rebuilds data files and index files this is critic al to the smooth operation of FundRaiser Basic Help with Fundraising Visit our website www FundRaiserBasic com and click on the Library page you ll find FundRaiser University with articles on using FundRaiser Basic for donor management and fundraising and other resources to leam more You can also sign up to receive the electronic FundRaiser Basic newsletter by email www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 12 Okay you re about as ready to get into FundRaiser Basic and start working as you ll ever be So go to it have fun and remember that we re available if you need us In the Donor Screen you ll see two tool bars one horizontally across the top and one vertically down
6. lt First and lt Spouse irst gt for informal Individual Spouse with different last name When there is a spouse and the spouse has a different name from the donor e g Mary Doe and J ohn Smith then the pattem will almost always be different For example a formal Salutation might be Ms lt Last and Mr lt Spouselast gt depending on your prominent donor genders however an informal Salutation will probably be the same as when the spouse has the same lastname as the donor lt rst gt and lt SpouseFirst Business Contact Defaults are much easier to formulate for businesses because there is only one person involved and the form of the name is usually formal in nature The most common pattem for Salutation will be Mr lt SpouseLast gt or Ms lt SpouseLast For Mailing Name use lt Business gt Skinning FundRaiser Basic has the ability to change the look of your database If you don t like the colors or how the buttons are shown choose one of the listed skinning options or tum them completely off and let your Windows Theme contol the look This does not affect your data in any way just the way you see the program www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 59 Help Menu Help Contents Tip of the day Order Online Now Enter registration Code View Registration Code Other FundRaiser Programs Support FundRaiser Website About Help Contents Order Online No
7. then accept the default entry If you are a resident you must pay the current sales tax of 7 135 or provide us with a certificate of exemption Enter Registration Code When you purchase FundRaiser Basic you will receive a registration code that you must enter into the program This code unlocks FundRaiser s printing and exporting and embeds your organization s name in the program To enter your code click on the Help Menu then on Enter Registration Code Enter Your Registration Name This is the name that you entered into the Order Fom It is also listed on the registration letter that you have or will receive from us You must enter it exactly as shown on the letter including UPPER lower case and any punctuation and spacing The registration code is tied to this name so any variance will cause the code to fail Enter Your Registration Code This is the code that you have received from us or one of our agents when you purchased FundRaiser Permanent Temporary Select Permanent We use two types of codes The temporary code is good for 30 days We or our agents give you this code at the time of purchase to let you use the program while waiting to receive the permanent code that is included in this package When you have entered all three items click on OK If you mis enter any of this information you will get an Invalid Registration Code message just try again You may try three times before the program will close If t
8. New Open Save Print Print Preview Find Cut Copy Paste and Show Hide Merge Fields These all do just the same functions as their conesponding menu choices see above FORMATBAR Buttons and drop down lists here correspond to functions in the Font Menu allowing you to choose change Font Size and Color of selected text as well as make it Bold Italic and Underlined STATUS BAR This is the bar at the bottom of the window It shows hint lines and other information www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 51 Mergeable Fields and Functions When printing letters FundRaiser can merge data from your database into those letters You indicate what data is to be merged by using mergeable fields and functions It s easy to do if you use FundRaiser s Word Processor ACCOUNT ARSINAME LASINAME SPO USEFRST SPOUSELAST SALUTATION HOMEPHONE WORKPHONE FAX CATEGORY1 CATEGORY2 CATEGORY3 CONTACT MAILNAME ADDRESS1 ADDRESS2 CITY STATE ZP COUNTRY NOTES www FundRaiserSoftware com The six digit number that FundRaiser automatically assigns to each dononecord The donors First Name The donor s Last Name or the Business Name The Spouse First Name or the Business Contact First Name The Spouse Last Name or the Business Contact Last Name The form of the name that is typically merged into a letter after Dear at the beginning of the letter Also see
9. Search function as found in the main Donor Screen Import Import From FundRaiser Basic This option is especially useful if you are swapping lists with another user of FundRaiser Basic or if a volunteer is entering names for you from a printed list into a personal copy of FundRaiser Basic It s fine for you to make copies of FundRaiser Basic for volunteers to use in this way To prepare the data see the Note at the end of this Import section under Restore Backup at the bottom of page 20 When your data is ready to import the procedure is quite simple First click on File then Import then FundRaiser Basic Now simply select the folder in which the copy of FundRaiser Basic can be found Then click on the Import button That s all there is to it Import From ASCII DBF These two industry standard database formats enable you to import data from a variety of other database programs If you own one of the curently popular database managers like Access or Paradox you will be able to Save As or to Export in one or both of these formats If you are able to export in both ASCII and dBase we suggest you choose the dBase Ill format as it will simplify the process somewhat Importing from a non FundRaiser database can be complicated and confusing With our Import Wizard we ve attempted to make it as easy for the technically challenged as it is flexible www FundRaiserSoftware com Support FundRaiserSoftwa rre c om GETTING STARTED
10. WITH FundRaiser Basic 17 for the database tec hie We ve also anticipated common mistakes and will do things like filling in missing name fields from other name fields and determine donor type from address pattems J ust the same we will certainly understand if you get confused and need our help in this area feel free to contact us for assistance Step 1 Select Import File Click on the Browse button to select the file to be imported If importing a dBase file select the file with the DBF file extension not the DBT file if there is one One of the most confusing parts of importing lost files occurs right here Often when Exporting or Saving As in a database manager program you will specify only the name of the file You don t notice which directory or folder that the database program places your file into If you don t know which directory your file is in go back to your database program and look at the dialog window in which you named your Saved As or Exported file It will show the default name of the directory someplace in that dialog window Then come back here and navigate to that directory in the Browse button s dialog window Step 2 File Determination Window First FundRaiser tells you what type of file this is The choices are dBase Comma Separated Values comma delimited and Tab Delimited If FundRaiser cannot determine what type of file you ve selected it will tell you so here In that case try going back to you
11. You can define the Category drop down defaults from Adding a Donor This is used fortwo purposes both related to the printing of address blocks on labels envelopes and letters First it will keep FundRaiser from printing the name of your own country on labels Second it formats addresses appropn ately for yourcountry FundRaiser has detailed information on the addressing Support FundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic Formats Tab Working Calendar Telephone Format Adding A Donor Tab Default Type www FundRaiserSoftware com preferences for all counties For example even though you enter the postal code after the state code in the main Donor Screen FundRaiser will print it to the left of the city if thatis appropriate for your country This is used when tallying the Year To Date totals in the Details tabbed page in the main Donor Screen Select Calendar Year if you want your totals based on a year starting on January 1 and ending on December 31 Select Fiscal Year and specify the starting month if you prefer to have the totals match your fiscal year A common example of an organization using the Fiscal Yearis a school whose year starts in September Most of our users are in the US and Canada and share a common telephone format If this format does not work for you then you should choose the open format in which there is no limitation to what you can type If most
12. directly into a bank Examples are office supplies clothing food houses stock professional services FundRaiser Basic does not differentiate between In Kind and Monetary contibutions our other FundRaiser programs do so both types will appear on financial reports For a Thank You letter or receipt you must print an individual letter separate from your other Thank You s Be sure to describe the donation in sufficient detail to make it clear what was given Index files These are what keep the data in the database files in the proper alphabetical or numerical order Index files do not contain data they contain pointers to the data in data files Index files have an extension file type of NDX In order to keep these files in healthy condition it is best to run File Maintenance on a regular basis www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 66 LYBUNT Donors who gave Last Year But Not This year This is an important group of donors to pursue They gave to you last year but have not given since If you don t act now they will be lost to you Because it costs more to obtain a new donor than to keep an old donor it is best to do whatever it takes to keep these donors You find these donors by using the Date of Last Gift criteria in the Query Window See also SYBUNT Mail Merge This is computer jargon It means to merge some data from your donor list into a form letter For e
13. form letters those with an RIF extension The default is for the backup to be made to your My Documents folder If you want the backup to be placed elsewhere like onto a Zp drive or to your network click on the Browse button to select the destination disk drive and or folder name NOTE If your data files are too big to fit on one disc then FundRaiser Basic will not be able to create your bac kup In this case you will need to backup to a larger disk like a Zp drive or use another backup system like the one built into Windows which can accomodate large files Altematively you can use the Windows Explorer to copy first one file MASTER DBF onto one disk and then the other two files MASTER DBT and GIFTS DBF onto another disk or two To restore the bac kups made with these other programs you will need to use the same program that you used to create the backup Restore Bac kup Use this File Menu choice to replace the FundRaiser data on your computer with the data thatis on a backup location Important note this does not add the backup records to your current list it replaces your existing list with the list that is on the backup location This feature is typically used in two circumstances 1 after a hard disk crash or computer failure or 2 to update a new computer or home computer with work done at the office or vice versa In both cases you must have created the backup using FundRaiser Basic s Create Backu
14. have them create a backup to give to you You will import that backup instead of restoring it This is very important by importing instead of restoring it adds their list to yours instead of replacing your list Now one other important point after your volunteer creates the backup to give to you they must delete the data from their copy of Fund Raiser Basic before entering additional names Otherwise when they give you the next batch you ll add those plus the first batch again onto your computer To delete the data on the volunteers computer all they need to do is to delete three files from the FundRaiser Basic folder using Windows Ex plorer MASTER DBF MASTER DBT and GIFTS DBF www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 70 Q Do have to buy extra copies of FundRaiser Basic for my home computer and for my volunteers A No As long as you are using them on behalf of the organization that bought the software you may use FundRaiser Basic on as many computers as you like Unlike most software companies we give you a site license The only thing we ask is that your volunteers call you for technical help If they have a FundRaiser question that you can t help them with though you should of course drop us an e mail Q What if I outgrow FundRaiser Basic A Quite a few of our Basic users eventually upgrade to either FundRaiser Se lect or Professional We designed the three
15. how much has been given since the last thank you letter was sent www FundRaiserSoftware com Support FundRaiserSoftwa rre c om GETTING STARTED WITH FundRaiser Basic GiftDate Giftlist GiftTotal Salutation Today This is the date of the contribution As with the GiftAmount function mentioned above the contribution refered to is the top contribution in the donor s Gifts page or the contribution for which the thank you letter is being printed If the Combine option of the GiftAmount is selected then the most recent contribution is the one refered to This is a mini report showing all the contibutions for a particular year or for all time The amount date and notes are printed foreach contribution It is ideal for an End of Year letter To avoid unsightly ragged columns use a font like Courier which is monospaced for this report This is the total given overa period of time You specify the date range and FundRaiser totals the contibutions for that period This is the Salutation field ora word or phrase to use if the Salutation field is blank This additional word ensures that you will never send a Dear letter If the Salutation field is blank FundRaiser will insert your prefered word or phrase for example Dear Friend This is the computer s system date at the time of printing Itis the long date in the format spec ified in Windows Regional Settings found in the Control Panel An example using
16. import into FundRaiser Then click on the field in FundRaiser that you want to import it into Then click on the gt gt gt button to add the matchup to the Imported Data list If you make a mistake select the matchup in the Imported Data list and click on the lt lt lt button Important You can import more than one field into a FundRaiser field The first field is imported then a space is added then the second field In the case of Notes each imported field goes on a separate line View Data Buttons Click on these buttons to view your data or FundRaiser s data Please note that you can move the column borders by clicking and dragging so that you can see more than one imported column ata time Rename Field Button This is especially useful if your fields have no names and FundRaiser assigned generic names Field1 Feld2 etc Select the field to be renamed then click on this button What if FundRaiser doesn t have a place to puta field Import it into Notes What if a FundRaiser field has two equivalent fields in your database Zp code is a good example which is recorded in two separate fields in some databases the first 5 digits in one field the last 4 in another In this case first import the first field into the FundRaiser field then import the second field into the same FundRaiser field FundRaiser will combine the two when it imports Another good example is the name Some databases have a separate field for each compone
17. in the query Leave it blank if you want donors regardless of any entries in these fields Donor Type This defaults to both Individual and Business types but you can change it to just one or the other Zp Code Range If you want donors from a particular geographical region entera beginning and ending postal code Both sides are inclusive You may enter partial postal codes Forexample 7 through 79999 will select donors from zip codes 70000 through 79999 Because 8 comes before 80000 fora computer you can also enter 7 through 8 and get the same result www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 32 For Canadian users please be aware that especially on the right side of the range the code you specify must be a full postal code or you can use the 7 through 8 trick explained above For example T2W through 12W 92 will give you all donors living in the T2W region You could also enter T2W through T2X however entering T2W through T2W will give you no donors since no donors will have a postal code of just T2W Do these rules seem arbitrary and a little unnatural They are not our rules they are based on the peculiarities of the way computers are designed There actually is some logic to all this but we won t bore you with it here It is best just to remember the pattems and abide by them Has Email Puta checkmark here to select only those records that have an ema
18. need an extra line in your address block In the case of Business donor types this field is used to enter the name of the Contact person at the business Mailing Name This is the name of the person or organization that owns this address In the case of an Individual donor type it is the name of the Individual In the case of businesses itis the business name Address 1 In the US this address line is secondary to Address 2 If you have only one address line it should be entered into Address 2 Address 2 In the US this is the primary address the one to which the post office delivers the mail City The city name It should not contain any postal codes or other information If you have commonly entered cities you can add them to the dropdown list via the combobox State The state code FundRaiser comes with a complete listing of US and Canadian state and province codes You can add to the dropdown list through the combobox www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 27 Zp Postal Code The US Zp or other postal code If you have some commonly used zip or postal codes you should add them to the dropdown list via the combobox Country Code If the address is for a county other than your own then you will want to select the proper code for it from the dropdown list Intemational Addresses When designing FundRaiser we tied to accomodate all the different variati
19. of a letter with square brackets plus a leading red percentage sign For example This brings your total given this year to SY YEARTODT Note that a leading or other currency symbol is part of the text of the letter and not part of the merge field It is needed because the merge fields and functions insert numbers without any currency symbols The above example when merged will display as This brings your total given this year to 45 00 The picklists of fields and functions are by default displayed on the right side of the screen when you come into the Word Processor If you prefer not to have them displayed click on the Hide Merge Fields button The top most of the two lists contains the mergeable fields from the master file To insert one into your letter click on the desired field to select it then click on the Insert db Feld button The lower list contains mergeable functions that take data from either of the two database files and manipulate them in some way Several of these will ask you simple questions about how you want the function configured www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 48 Tabbed Pages You ll see two tabs at the bottom of the window Form Letter and Merged Letter The Form Letter tabbed page is where you do your composing and Creating Switch to the Merged Letter tab to see how your letter will look with actual data merged in This data is false
20. of contribution entries After you enter a batch of contributions it is wise to check that you entered them accurately by following these simple steps 1 Click on the Print menu then on Donation Report Leave all the defaults unchanged to include only contibutions that were entered today and click on Print 2 Compare the report total to the total that you have manually calculated If the totals do not match then compare the amount on each check or cash receipt to the amount on the report Make any necessary corrections by first Searching for the donor and then Editing the gift Then re run the Donation Report 3 We suggest that you printa hard copy print on paper of the Donation Report for each batch of contibutions This can be given to your bookkeeper or filed in your records If your computer fails and you discover that your most recent backup isn t very recent tsk tsk you ll be glad to have these archived Donation Reports 4 Finally print thank you letters remember to thank before you bank www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 29 GoTo Menu First CtrlPgUp Last Ctrl PgDn Next PgDn Previous PgUp Last Added Ctrl End These menu choices cause the program to move to a different donor record in the database and change which donor is displayed in the main Donor Screen The current order the order in which the records are ananged and displa
21. om GETTING STARTED WITH FundRaiser Basic 25 Do you need to emer prospects differently than donors No FundRaiser keeps track of who has given and who has not so you should enter them all the same way in one list Do you need to enter them in alphabetical order No FundRaiser handles that for you too Do you need to use all UPPER CASE letters No Just type the names and addresses the way you want them to appear in letters If your postal system requires that addresses be in all UPPER CASE you can instruct FundRaiser to print them that way on envelopes or labels for you You do so in the Options Menu Here isa breakdown of each of the fields Donor Type Click on either Individual or Business An Individual will have both a first and last name a business or other type of organization has one name This also affects how the default salutation and mailing name fields will be created See Options Menu Name Defaults First Name This is the donor s first name If it is your practice to enter a middle initial this is where to enter it If the donor has a title do not enter it here Save it for the Salutation field and the Mailing Name field Last Name In addition to last name you should enter any suffixes such as Jr Sr Ill PhD etc Business Name In the case of businesses you will enter a single business name instead of first and last If the business begins with an article a or The it is usually best no
22. om GETTING STARTED WITH FundRaiser Basic 39 What should go into a Thank You letter See the sample letter ThankYou rtf that comes with FundRaiser It should be one page if possible It should thank the donor in the first paragraph and at the end It should remind them of what you do preferably by telling a story or by relating a personal emotional human incident which should be different each month It should acknowledge that you would not be able to do your work without their continued support Encourage them to give again 1 look forward to hearing from you again What should go into a post card or Email Thank them Remind them of what you do and why Thank them again www FundRaiserSoftware com Support FundRaiserSoftwa re com GETTING STARTED WITH FundRaiser Basic Printing Labels m Starting Position Print Label Now For Neeeececcesceossesscceneescceesees O All Donors or Query ki Close O Donors in Que List Z Options O Marked Gifts for thank you s CJ Help rm Label Type Avery 5097 Diskette Row 0 Column 0 3 Click on the Print Menu then on Labels to access this window Print Label Now For Current Donor This is the donor that is currently displayed One label will be printed All Donors If you have no Query set this is all donors in your database If you have a Query set this will print a label for every donor that meets the Query criteria Do
23. programs in the FundRaiser Family to enable an easy growth path your data will convert totally in one step and even your financial investment in FundRaiser Basic will transfer as we apply your FundRaiser Basic purchase to any upgrade www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 71 FundRaiser Family FundRaiser Basic is the baby of our FundRaiser Family of donor management programs If you outgrow FundRaiser Basic we have others for you to grow into Your data will convert to the new format in one easy step even the money you have paid for FundRaiser Basic will be applied to the purchase price of an upgrade Contact us for a free brochure and evaluation copy Here s a partial listing of features found in either or all of our other FundRaiser Programs FundRaiser Select Online and FundRaiser Pro General Households Customizable Password Protec tion Tag record to automatically exclude from general mailings Spare Fields unlimited Unlimited number of Category entries per donor Altemate addresses vacation or home office Relationships between donors Stic ky Notes Greatly enhanced query capabilities Duplic ate checking and purging Giving History Type Gift Membership Pledge Tribute In Memory Of Other non financial transactions Mode Check Cash Charge In Kind etc Purpose Codes Miscellaneous Codes Reporting Period Fund nomally tied to a bank accoun
24. the Salutation Feld Itis rare foran imported database to have a separate salutation field so FundRaiser will attempt to fill it in for you The first choice first name or title last is what you should check if you want to use the first name of the donor in the Salutation If FundRaiser Basic cannot find a first name it will use tiie and last name The second choice should be checked if you never want to use the first name and do want to use a more formal tile Hast name Salutation If you do not want FundRaiser to do anything with this field or if you are already importing into it then check the last choice Final Step When you click on the Finish button FundRaiser will immediately begin importing When it is done we suggest you switch the current order to Account order and then navigate to the last record added Then either Browse the list or navigate through it in the main Donor Screen to see how the data looks If it did not import properly and you want to try again you can restore your backed up data you did check that option didn t you before trying again www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 20 Create Bac kup This menu choice places a copy of your FundRaiser data for safekeeping or for transfer to another computer The three data files that it copies are MASTER DBF MASTER DBT and GIFTS DBF It also copies your configuration file FRBWIN INI and all of your
25. the US standard is March 28 2012 Note on some systems the default long date includes the day Monday July 12 2012 If you do not want your date displayed that way click on the Windows Start button then on Settings Control Panel Regional Settings There you will see long date format Remove the initial dddd the click Apply and you will see the sample date display propery www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic Options Menu Name Defaults Skinning d The Options Menu consists of three sections General Preferences Name Defaults and Skinning General Preferences The General Preferences section contains four tabbed pages General Tab Show Hyover Help on Toolbars Drop Down List Automatically User Defined Category Captions Country Your Organization Resides In www FundRaiserSoftware com If checked FundRaiser will display short messages when you pass over and pause on a toolbar button This is handy if you are keyboard oriented For a field that has a drop down list as you start to type the list will drop down and be positioned on the existing entry that most closely matches what you have started to type FundRaiser has category fields You can Call these whatever is appropriate for your organization For example if your organization is a school then you may need one of these to be the Graduation Year or Alumni Year
26. the merge function of the same name in the next section The donors Home Phone Number The donors Work Phone Number The donor s Fax Phone Number This is the field that you can rename that is located on the Codes tab This is the second field that you can rename and is located under Category 1 on the Codes tab This is the third field that you can rename and is located under Category 2 in the Codes tab First line on the Address tab and top line of the mailing label Second line on the Address tab this line typically contains the full name of the donor Upper of the two address lines this line will generally be blank if there is only one address line Lower of the two address lines this line should always contain an enty The name of the donor s city State Tenitory or Province code Postal code of up to ten characters Five character country code The donor notes contained on the Notes tab Support FundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 52 DONOR ENTRY DATE The date that the donor record was entered into FundRaiser LASTGIFT DATE Date that the donor last gave This also means that the donor has not given since this date Also viewable from the Statistics tab LAST GIFTAMOUNT The amount that the donor last gave Also viewable from the Statistics tab ALL TIME TOTAL The total amount that the donor has given over time Also viewable from the Statistics tab TOTAL THIS YEAR The total am
27. Basic 5 state or federal court of competent jurisdiction located in Howell County Missouri The parties hereby consent to in personam jurisdiction of said courts SUPPORT AND UPDATE POLICY Of course you can contact us for help We provide support whether you re sull evaluating FundRaiser or have purchased it If what you need isn t in this manual or in the Help system that s built into FundRaiser Basic you can look on our website where there s lots of information or you can e mail our super Tech Support team Here is how you can reach us Email support FundRaiserSoftware com Web Page http www FundRaiserBasic com Our business hours are from 9am to 5pm Central Time Monday through Friday We are closed on all federal holidays and on a few other occasions for brief vacations during the year Our experience is that most FundRaiser Basic users don t need us for tech support FundRaiser Basic really is that easy to leam and use If you do run across a problem that s not covered in the Help files or this manual don t hesitate to email us We re interested in you and your organization s fundraising success and will help in whatever ways we can UPDATES Minor updates to FundRaiser Basic are FREE You ll be able to download and install the minor updates from our website for as long as you continue to use the product Occasionally we release upgrades which include new features These upgrades are available for a
28. Basic software as well as copies of the other two FundRaiser programs FundRaiser Select and FundRaiser Professional You re welcome to look at them one of these days you may find yourself needing some of their more sophisticated features You may want to read through this manual before installing FundRaiser Basic to acquaint yourself with the features and overall layout Or you may prefer to install the program and then go through the manual looking at the menus and screens as you go Or you may even skip the manual altogether and just dive right into the program Whichever method you choose remember that there is online Help available to you at every pointin the program at the click of your mouse The first section of this manual covers installation of the program the next is organized to follow the menus of the program which will take you through each feature and function of FundRaiser Basic explaining how to enter data into each field and then how to use that data in composing and printing letters and reports At the end of the manual is a glossary of terms that you may want to read through and a section of Frequently Asked Questions you may find helpful If you come across a discrepancy between how the program works and the information contained in this manual it is probably because the program has changed slightly since this manual was printed In that case search in the Help files of the program which are always current I
29. For example Smith for Last Name Donald for First Name Once you search by name if the name you are seeking is not the one you want you can either move forward through the list by clicking on the next record button or you can click on the Master List tab in order to view multiple records ata glance All Fields Another Field Search Again www FundRaiserSoftware com If you are trying to find a donor by another field perhaps by a partof an address but are not sure where in the address the word might have been recorded you should choose All Fields on the Other Fields page of the Search Window FundRaiser will quickly look through all fields except notes and gifts to find yourentry Once FundRaiser finds a match it will display the donor record and ask if you want to continue Searching or if you are ready to cancel the search If you click on Cancel then later want to continue the Search by the same criteria just click on the Search Again button If on the other hand you know exactly which field you want to search in then you should select that field from the drop down list of fields on the Other Fields page When you click on the Start button the search proceeds in exactly the same manneras with All Fields above Clicking on this button or menu choice will Search for the next instance of your Search criteria If you Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 31 are Searching though A
30. GETTING STARTED WITH FundRaiser Basic bin her Basic 0 Clyer We FundRaiser Software P O Box 901 West Plains MO 65775 800 880 3454 Fax 417 256 6370 www FundRaiserSoftware com mail FundRaiserSoftware com www FundRaiserSoftware com Support FundRaiserSoftware com GETTING STARTED WTH FundRaiser Basic 2 WEG OMG AGARAN 3 License Agreement 4 Support amp Update Policy ssmmnnnnenenennr 5 IS IA OON screen 6 File MENU AGANG 14 BrOWSE men 14 MIPONING screen 16 EXDOMNG mms 21 Edit MENU aNG 25 Adding PONo pigaan 25 PCAN ey GIBAIN E T 28 Go TO MUA 30 Search Menu nA GRAE 30 QUENBS paaa AA AA AA 32 Paint MENU AA 36 Leers na 38 Eor AGA 41 SANS o ot cto AAE E AA 44 Won PIGC CSCO F aP 48 Mergeable Fields amp FUNCONS ssssnnnr 52 Options MEN 55 Help Menu sam 60 COS iin 64 PAO H AA 70 FundRaiser Family of Products ssnnns 72 www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WTH FundRaiser Basic 3 Welcome to FundRaiser Basic FundRaiser Software is proud to introduce to you FundRaiser Basic the baby of its fine family of donor management programs Thank you for purchasing FundRaiser Basic we know it will help you and your organization improve your fundraising efforts You ll soon be doing more in less ime and with less effort than you ve imagined possible Included in this package is this manual and the CD which contains the FundRaiser
31. Have not given since range For example if you want a list of everyone who has not given since 12 31 2010 enter a range of 01 01 1970 through 12 31 2010 Gift Source Select a Source entry from the drop down list if you want only those donors who have given a donation with a particular Source As an example if you wanta list of everyone who bought a ticket to the 2009 banquet so that you can send them invitations again this year select the 2009 Banquet source entry from the drop down list Gave Between these dates with amount ranging from This combination of date range and amount range is used for situations like you want to send one letter to those who gave less than one amount and another to those who gave more For example if you want to send one particular end of year letter to all those who gave less than 50 then you would enter the dates for last year and an amount range of 0 01 thorugh 49 99 With this Query you would then print those letters and labels Then you would set a second Query for the same date range and change the amount range to 50 00 through 999999999 and then printa different letter for those people Set Query Button Click on this button when you have your criteria set and are ready to process it Please be aware that if you have a large list it may take more than a few moments to process your query When it has done so it will close this Query Window and retum you to the main Donor Screen where y
32. IRS has ruled that the postmark is the official date given This is most important at the end of the tax year when the date on the check may be in one year and the postmark in the next Other choices are to enter the date on the check the date you received it or even the date you deposited it in the bank The key is to stay consistent See also Donation Report www FundRaiserSoftware com Support FundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 28 Source This is an optional field Use it to record what activity or event prompted the donor to give this gift Examples include a mailing a newsletter a special event a dinner or auction a personal visit Oftentimes a gift will be sent without any prompting on your part In this case you can leave it blank or can enter No Apparent Reason Why bother to enter No Apparent Reason Because you may want to set a Query based on those who have given with this Source Clicking on the pencil icon will give you access to the ComboBox in which you can add edit and delete Source entries Send a Thank You Letter or Receipt When this is checked this donation and donor will be included in a list of Thank You letters to be batch printed To print click on the Printing Menu Letters and choose Marked Gifts for thank you s If you do not want to batch print a thank you for this gift uncheck this entry When done click on the OK button to save Checking the accuracy
33. Raiser Basic 35 Print Menu Labels Ctrl L Envelope Ctrl E Mark Thank You s Done Donation Report Donor Reports Major Donor Report Word Processor Email Letters This takes you to the Print Letters window in which you can printa letter for one or more donors Labels This takes you to the Print Labels window in which you can print labels for one or more donors Envelope This takes you to the Print Envelopes window in which you can print envelopes for one or more donors Mark Thank You s Done Once you have finished printing thank you letters or receipts plus any labels or envelopes using the above menu choices you must remove the Send Thank You mark from the contributions so that you do not re print letters or labels for these same donations when you next print This menu choice does that for you If you forget to take this step FundRaiser will remind you when you exit the program Donation Report This report lists contributions in date order that were given during a particular date range It is ideal for use as a bookkeeping report Be aware that this reportrespects the results of an active Query It can also be printed asa Deposit Report in which all contibutions entered on a particular day are listed This report is suitable for inclusion with your bank deposit It is also an integral part of the basic routine that we suggest you follow when you enter contributions www FundRaiserSoftware com Supp
34. Raiser program group and the WP button on the button bar will open this applet for you too Email This option will open your default E mail client and insert the donors E mail address into a new E mail message www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 37 Print Letters Current Donor O Donors in Que List Print Letter Now For O All Donors or Query LI Close Marked Gifts for thank you s Choose Letter to Print C FundR aiser FRBW thankyou ttf To access this window click on the Print Menu then on Letters Print Letter Now For Current Donor This is the donor that is currently displayed One letter will be printed All Donors If you have no Query set this is all donors in your database If you have a Query set this will print a letter for every donor that meets the Query criteria Donors in Que List This prints one letter for every entry in the Que Marked Gifts This prints a letter for every contribution that is marked to receive a thank you letter Choose Letter to Print This is the name of the letter to print The default letter is ThankYou rf in the FundRaiser Basic folder but you can choose any letter you wish You must either type the name of the letter directly or select it from a browse window The letter must be an RIF rich text format type letter You may create it with the FundRaiser Word Processor I
35. check it If neither of you can see a difference email us at Support FundRaiserSoftware com Looking Around Now is a good time to explore the program before you enter real data Enter some play data print a letter or report peer into all the comers of the program Next Step Before we import data from FundRaiser Basic DOS or another program let s set up FundRaiser to work just the way you want it to Tum to page 54 and work through setting up General Preferences and Name Defaults in the Options Menu Then come back here and we ll go on Delete the Sample Record You may have noticed that FundRaiser creates a sample donor record when you first start up the program The donor name is Louisa May Alcott if you need to find it Delete this record and any play records you may have created by clicking on the Delete button Importing Data from FundRaiser Basic Bringing in the data from a previous version of FundRaiser Basic is easy Click on File Import and then choose FundRaiser Basic to import If you need help with this complete instructions are in the Help files Importing Data from Other Programs ff your data is in a non FundRaiser program then you must first go to that program and Save As or Export the file in one of three common data formats comma delimited ASCII Text CSV tab delimited ASCII Text or dBase Ill www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRais
36. ck on the ANISH button 10 Take the CD out of the computer or if downloaded move the setup file to the Destination Directory specified during installation to store it for safekeeping If for instance you buy a new computer you ll need the CD to re install the program so do keep it safe The Downloaded setup file will be saved to when you backup your data if included in the Destination Directory Setting up FundRaiser Basic With Two or More Separate Sets of Data If you want to keep your media contacts separate from your donors prospects or if you are doing volunteer work for multiple organizations then you may wantto be working with two or more separate copies of FundRaiser Basic Please be aware that all copies of FundRaiser on the same computer will bear the same registration name which will appear on all report headings Here s how to set up separate sets of data 1 Install FundRaiser Basic once for each set of data For the first installation you can accept the default folder directory name of Ci FundRaisen FRBasic but during each subsequent installation you will need to specify a different folder name click on Browse when it asks during installation and type in a new folder name a Right click on the icon saved to the desktop to pop up the menu b Click on Rename c Enter the name that you want to appear below the icon and press Enter 2 After the second installation and each time you install FundRaise
37. de additional setup and support 500 optional WinTix integration module 500 optional QuickBooks Integration module 500 optional On Line donations module FundRaiser Online 395 Setup 130 per user per month FundRaiser Professional 3500 base Multi user 5 concurrent users 4500 base Client server versions available for both FundRaiser Select and Professional call your sales representative or see our website for details and pricing Donor Portal web forms for donations volunteer sign ups memberships and more are also available No interest monthly payment plans are available for both FundRaiser Select and Professional If your organization is part of a larger group you may be interested to know that we also offer multiple copy disc ounts for FundRaiser programs Call us for more infomation at 1 800 880 3454 extension 3 www FundRaiserSoftware com SupporteFundRaiserSoftware com
38. disk to give to them State This is the abbreviation up to 5 characters but use only 2 in the USA or 3 in Canada of the State Temtory or Province www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 68 SYBUNT Donors who gave Some Year But Not This year This is an important group of donors to pursue They gave to you once but have not given recently Because it costs more to obtain a new donor than to keep an old donor it is usually worthwhile to keep trying to re interest these donors in your cause An annual mailing for 2 3 years after their last gift is usually recommended You find these donors by using the Date of Last Gift criteria in the Query Window See also LYBUNT Zip Postal Code The postal code of up to 10 characters If the placement appears to be wrong for an address outside of North America you should still enter the code in this field FundRaiser knows what the proper placement should be for all counties and will adjust it when it prints www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 69 FREQUENTLY ASKED QUESTIONS Q How do I leam about and get updates to FundRaiser Basic A Updates are issued to fix bugs and to make additions to the program Mi nor updates are issued fairly frequently every other month or so and are free to all registered users Major updates going from Version 2 x to 3 x for ins
39. dit menu is also Windows standard Undo Cut Copy Paste Select All Find Replace www FundRaiserSoftware com This erases the last command For example if you highlight a phrase and make it bold and then decide you prefer it the way it was before you may click on Undo and the formatting will be erased But you must Undo before you take any other action this works only for the very last action you took This choice cuts erases any highlighted selection from your letter It saves the text to the Clipboard This choice copies a selected portion from your letter without erasing it and saves it to the Clipboard Click here to paste the lastsaved text from the Clipboard to the point in your letter where you ve clicked an insertion point with your c ursor This choice selects and highlights everything in the letter This selection allows you to find a word or phrase within the text of the letter For example on proofing your letter you find that you ve misspelled the name of the person who is to speak at your next meeting Now you re afraid that you made the same mistake every time you used that name Use the Find menu choice to look at each instance of that name to check your spelling In the Find dialog window is Match whole word only which ensures that for example if you want to find the word you the program will not bring up every variation of that word like your in additi
40. ea and three buttons Delete Button clic k here to delete all text from the Edit window Print Button click here to print this reminder Close Button click here to close this window and save any text Reminders mome L GER www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 13 Navigation Contol N 4 Name Order gt First Previous Change Order Next Last Clicking on this contol enables you to move through the donor list one record ata time These movement commands are also accessible from the GoTo Menu Clicking on the center button enables you to change the order in which the donor records are ananged and displayed both in this screen and when printed If the current donor record is deleted Deleted will appear in red on this center button instead of current order Queue Window Delete Close You can print letters labels and envelopes for donors in this queue list The basic idea is to find the donors you want to print for then click on the Queue Button and then on the Queue Window s Add Donor button Once you have your Queue built click on the Print Menu then on letters labels or envelopes to print In those windows select Donors in Queue List Example You have a list of people who have asked for information about your organization Of course you have added them into FundRaiser they re hot prospects
41. ed labels then this should always be set to 1 row even though there may be several rows per perforated sheet e Page Margins e Top Margin this is the distance in inches from the top of the paper to the edge of the label e Left Margin this is the distance in inches from the left edge of the paper to the left edge of the first column of labels Label Size This is the measured size of the label itself e Gap Between Labels On some sheets the labels touch each other in which case there is no gap and this should be set to 0 On other sheets there are namow strips that separate the labels The width or height of these strips is the gap size e Printing Direction If you prefer that labels be printed in rows from left to right choose Across then down If you prefer that labels be printed in columns from top to bottom then on to the next column choose Down then across e Font Click on this button to access the Font Selection Window Label Border This is the distance between the printing and the edge of the label Set this to O if you want the printing to use all of the available space www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic Print Envelopes Envelope Printing Print Envelope Now For Otieri Bonet mines O All Donors or Query ki Close O Donors in Que List Z Options Marked Gifts for thank you s eeiehp Return Address Omit Feed pa
42. er Basic 10 DBF Then retum to FundRaiser Basic review the Importing from ASCII section on page 16 and start the process Be sure to let FundRaiser make a backup of your data which it will offerto do in the middle of the process Run Recalculate Giving Totals It is a recommended practice to run File Recalculate Giving Totals This will build the Contribution sub totals and other information displayed in the Details page of the Donor Screen Okay that s it You ve installed FundRaiser Basic tailored it to work the way you want it to and brought in old data Now just a few tips and then we ll tum you loose USING THE HELP SYSTEM FundRaiser Basic s Help system is quite complete you ll find answers and explanations for just about everything there And it s easy to use Those of you who are familiar with Windows will already know how to use the Help system for those who aren t let s review You can access Help from within FundRaiser by any of several methods e clicking on the Help menu at the top of the window e clicking on any Help button e pressing the FL key on your keyboard or from outside FundRaiser by clicking on Start Programs FundRaiser Help for FundRaiser Basic Once you re in the Help system there are three ways to use it e click on the Contents tab to go to the Table of Contents page Then click on any topic thatis of interest to you e click on the Search Tab to find any wo
43. f you use a commercial word processing program like MS Word or WordPerfect to compose FundRaiser form letters it is quite likely that those programs will insert RIF commands into the letter that FundRaiser will not understand We get quite a few calls from people who ask why their letter looks so awful or why it locks up FundRaiser Using an outside word processor is usually the cause of the problem Print Button Click on this button when you are ready to preview the merged letters and or to start printing Close Button Click on this button to close this window and cancel printing www FundRaiserSoftware com Support FundRaiserSoftwa re com GETTING STARTED WTH FundRaiser Basic 38 Thank You Letters Why send a Thank You Thanking your donors is an essential part of the fundraising process It lets them know that you have received their check It gives you an opportunity to make them feel good about having given It gives you an opportunity to remind them of the good work that you do with their help And it gives you an opportunity to make it easy for them to give again include a pre addressed envelope Most important is that it helps to build a relationship with your donors which is essential to any long term fundraising strategy Even if all you do is print a label that you slap on a post card it is important that you acknowledge each and every gift The only exception is when the donor specifically asks that you not send ackn
44. f you have a question that isn t answered in this manual or the online Help system you can always email our Technical Support team at support FundRaiserSoftware com Giving our users the best support found anywhere is our goal we want to help you succeed in your fundraising efforts Okay here we go beginning a joumey of discovery and leaming Enjoy www FundRaiserSoftware com Support FundRaiserSoftwa rre c om GETTING STARTED WTH FundRaiser Basic 4 INSTALLATION The installation process is not difficult and won t take up too much time We suggest you read through this section before you begin to familiarize yourself with the process then you can refer to specifics as you go First there are a couple of subjects to go over LIC ENSE AGREEMENT When you purchase FundRaiser Basic we grant you a site license This means that you may legally install FundRaiser on more than one computer so long as it is used only for your organization We have many users who do some of their work at home or who need to share data with another member of the organization We re happy for you to work this way too In addition you may share FundRaiser Basic with anyone you choose for evaluation purposes but you may not share your registration code that unlocks the program When they install the FundRaiser program on their computer it will install itself in Evaluation Mode which gives them an opportunity to try out the program It is your resp
45. ft Amount the lives of children pets families whatever like Mary a a Gift total Sincerely Salutation Today s Date MaryAnne Doe Executive Director GiftList 1998 Form Letter Merged Letter Ready www FundRaiserSoftware com Support FundRaiserSoftwa re com GETING STARTED WITH FundRaiser Basic 47 FundRaiser s Built In Word Processor FundRaiser s built in word processor is similar to the WordPad program that comes with Windows except that it also has built in merge function pic klists that make it easy for you to build and test form letters If you re not all that familiar with word processors we ll introduce you to the basics on the next page If you use a Commercial word processor like MS Word or WordPerfect to compose your form letters and then bring them into FundRaiser it is likely that the finished product will not be what you want Those programs often insert RIF commands into the letter than FundRaiser cannot understand and then cause problems when printing like leaving out whole lines of text or even locking up FundRaiser altogether It s better to compose your letter in FundRaiser from the start Printing is done from the Print menu so when you re finished composing and or merging data into your letter retum to FundRaiser Basic and click on the Print menu you may Preview your letter before printing Merge Fields and Functions Merge fields and functions are set off from the text
46. hat happens you Can start FundRaiser Basic up again and try again View Registration Code This will show your the current registration code entered into FundRaiser Basic This is helpful when a sending support request Other FundRasier Programs To view information about other Products that FundRasier develops www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 62 Support Of course you can contact us for help We provide support whether you re still evaluating FundRaiser or have purchased it If what you need isn t in this manual or in the Help system that s built into FundRaiser Basic you can look on our website where there s lots of information or you can e mail our super Tech Support team Here is how you can reach us Email support FundRaiserSoftware com Web Page http www FundRaiserBa sic com Call 1 800 880 3454 for sales information when you re ready to upgrade Mail FundRaiser Software 26A Courthouse Square PO Box 901 West Plains MO 65775 0901 USA Our business hours are from 9am to 5pm Cental Time Monday through Friday We are closed on all federal holidays and on a few other occasions for brief vacations during the year FundRaiser Website This will open your default web browser to the FundRaiser Basic website to leam more about the program or to see if there is an updated version www FundRaiserBasic com About This will show the FundRaiser Bas
47. ic version number Making Copies of FundRaiser Basic Open your FundRasier folder and copy FundRaiser Basic frbwin exe its word processor fred32 exe and the help files frbw32 chm on removable media which you may then pass along to a friend We encourage you to make as many copies as you want lt smile gt Of course you can also just give them our number 1 800 880 3454 We ll be glad to send them a free complete evaluation copy Or you or your friend can download a complete evaluation copy from our web page www FundRaiserBa sic com www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 63 GLOSSARY Here are a number of terms which may be unfamiliar to you and knowledge of which will help you as you leam to use FundRaiser Basic Account Number This is a number assigned by FundRaiser to identify each record Why not just use names Because people can change their names and because people can have the exact same name You can just ignore the account numbers they re here mosty for the convenience of FundRaiser and you cannot change the account number Category Felds These are fields on the Codes tab they may be named anything you like and used to record whatever data about your donors that you feel is important to have To change their captions use the Options menu To change the value for the current donor click on the down anow to the right of the field to choose from a l
48. il address Gift Fields Gave Any Amount During this date range This will give you donors who gave any amount a penny or more sometime during the date range that you specify An example of this criteria is when you wanta list of everyone who donated last year Caution do not make the mistake of thinking that this date range combines with the amount range to its right If that is your intent then you should instead use the combination date range and amount range at the bottom of this window Total Amount Given to Date FundRaiser keeps track of the total amount that each donor has given over time This amount is displayed in each donors Details page as Total Given For example if a donor gave 50 00 this year and 30 00 last year then this figure will be 80 00 Total Amount Given is Zero Check this if you want those who have never given a donation Gave during this date range but not since then This is the date of the donor s last gift www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 33 It can be used to create a common LYBUNT Last Year But Not This Year or SYBUNT Some Year But Not This Year group to find your lapsed donors LYBUNT Entera date range of the first through the end of last year in 2011 this will be 01 01 2010 through 12 31 2010 SYBUNT Enter a date range of 01 01 1970 through the end of last year You might also think of this range as a
49. ing down at the computer Note See Donation Report for important differentiation Donor Name This is the name that appears on reports and is the subject of a name search In the case of an Individual type of donor there are two fields First and Last If you record middle initial enter it in First If you enter suffices like www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 65 FundRaiser ror Sr enter itin Last A Business name has just one field Donor Type Individual a person family or household Business a company church civic group foundation or any other organization There are two types of donors Individuals and Businesses Sometimes a donor can be both Generally if the donor gives from his her personal finances then the type is Individual if the donor writes you a business check then the donor is a business If the donoris a church foundation civic group or other organization then the donor still falls within the category of Business which may better be described as a donor that is any organization that is not an Individual Field A field is a single piece of data like First Name City or Date Given There are several fields in a record and many records in a database file HintLine Look in the bottom left comer of the Donor Screen for a hint about the field you are entering data into In Kind Contibutions These are gifts of items that cannot be deposited
50. ist of existing choices Click on the pencil and notepad icon to the right of that to update that list ComboBox Clic king onl this pencil icon will popup a ComboBox in which you can add delete and edit entries in the selection list fora field Contact Name This field is most often used to record the name of your contact person ata business but it can actually be used for any purpose Important whatever you type in this field will be printed at the top of the address block or mailing label Country This code tells FundRaiser what country name to print in the address block and also how to position the postal code in a manner appropriate for that country It is not necessary to enter a Country Code for an address in your own country unless you will be exporting your list to send to someone who lives outside your county and will need to know in what country your addresses are located When printing an address block as in a mailing label FundRaiser will not print the country name if the Country Code is for your own country To tell FundRaiser what country you live in click on the Options Menu General Preferences then on the General tab www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 64 M 4 Name Order bh Current Order This is displayed in the center of the navigation contol As displayed here the current order is by Name This means that as you navigate through the da
51. lick on the Display button Or you can choose Search tab which will look for any word or phrase within the Help file Order Online Now This will open your default web browser and show your our Online Order form Choose the product you wish to purchase and Fill the next forms to complete your order Organization This is the name that will appear at the top of reports and in the Help About window as the official purchaser First Last Name This is your name or the name of the main contact person This is the person to whom we will direct notice of updates Mailing Address Enter your complete address including city state postal code and country Daytime Phone Number We need this in case of problems with your order Be assured that we do not sell our list to anyone Email address We will add you to the FundRaiser Basic Newsletter which we use to send notices of updates This will be the main way of sending your registration codes unless otherwise noted We accept payment by credit card check personal business or organizational and money order If paying by credit card we must have the expiration date and Security Code in order to validate your charge We also need to have the name of the account holder a person or an organization as itis listed on the card www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 61 Sales Tax If you are nota resident of Missoun
52. lity including the ability to change the text of a letter based on different donor conditions e Printing and Reports Batch printing of conespondence e Many managementand analysis reports e Userdefinable reports WHAT OTHERS ARE SAYING ABOUT FUNDRAISER SOFTWARE also want to tell you how pleased I am with support Endlessly patient extremely knowledgeable and able to understand and speak non techese I have never encountered a help desk like it Tenific Glenna R Polly Klaas Foundation Califomia We were fortunate to find your software through the intemet and found it to contain all the necessary tools the more expensive software packages have but ata fraction of the cost Lois L Center County Youth Service Bureau Pennsylvania ve been fundraising for 17 years now and this is the best software I have ever used It does everything we need and its clearly the best value on the market Joe M Habitat for Humanity of Greater Bucks Pennsylvania www FundRaiserSoftware com Support FundRaiserSoftwa re com GETTING STARTED WITH FundRaiser Basic 73 As of J anuary 2011 pricing in US is as follows FundRaiser Select 1200 Multi user 5 concurrent users 1700 for modules add 300 optional Membership module 300 optional Tributes module 300 optional Pledges module 300 optional Product Sales module 300 optional Volunteer trac king module 200 optional Premiums module For the following modules FundRaiser will provi
53. ll Fields then the Search may continue within the current donor s fields Query Window In this window you enter criteria by which FundRaiser selects donors and prospects from your list These selected donors may then be viewed in the main Donor Screen printed or exported You may enter as many criteria as you wish well actually there is a limit but it is very large and not one you are likely to encounter Each criteria will be treated as a required criteria it is not an EITHER OR condition For example if you enter a zip code range and a Gift Source then all selected donors will meet each criteria not just one orthe other TIP Use as few criteria as you need Some criteria overlap and you may inadvertently cause one to conflict with another For example the Gave Any Amount During and the Gave But Not Since can give the same result if the date range is 3 months ago through today In this case it is best to choose one or the other If you want to see if there is any difference between two similar criteria then it is best to run two separate queries and compare the results Donor Fields Category Donor Source These are fields that you are able to assign a different caption title to through the Options Menu so they may appear differently on your screen Click on the drop down button to select from a list of existing entries If you do select an entry then only those donors with this code will be included
54. ll result in an alert message Printing Tab Upper Case Some counties and even some local US post offices require that labels and envelopes be printed in all upper case Check this option if you need FundRais erto print in this manner Stip Punctuation FundRaiser will remove all commas periods apostrophe s and other punctuation for you if you need it to For example 123 Main St Ste 123 will be printed as 123 Main St Ste 123 www FundRaiserSoftware com Support FundRaiserSoftwa rre c om GETING STARTED WITH FundRaiser Basic 57 Name Defaults FundRaiser Basic has a space for the donors name in several places in the main Donor Screen This is necessary because the manner in which you refer to someone changes depending on context For example you may start a letter with a Salutation of Dear Mary but want her name on the envelope or label to read Ms Mary Schmidt We would never dream of requiring you to type each donors name three separate times so we designed FundRaiser to do the work for you The Name Defaults set of tabbed pages in the Options Menu determines how FundRaiser will formulate the default entry for each of the three fields each of which has its own tabbed page on which are four edit boxes First let s talk about the pattems that go into each of the edit boxes The pattems are formed by text plus merge fields For example Ms last will result in an entry like Ms Schmidt FundRaiser uses 5 merge fields lt i
55. lso be handy for seeing how you re doing on a particular project Report Based on The report can be based on either the Date of Donation or the Date Entered For example to check the accuracy ofa batch of contributions just entered today select Date Entered What real difference is there between these two types of dates Take the common practice of entering a week s worth of donations at one time You will probably enter the check date or the postmark date as the Date of Donation which will be different from the Date of Entry If you print this report for Date of Donation you will specify the entire week instead of the one day that you are sitting at the keyboard So far there is no problem But what if you also receive a contibution that anived late and has a date from last month A report based on Date of Donation will miss that contibution unless you include its month old date in which case the report will include all the other contributions for that period Ah you say but I enter the current date as the Date Given so it doesn t matter Perhaps However it is possible for you to mis enter a date in which case it will not appear on the report if you select Date of Donation It is always best to use Date of Entry when you want all contributions entered on a particular day Fora report listing contibutions given but not necessarily received during a date range select Date of Donation Date Range This range determines which c
56. mputer is on a network or not If in doubt leave the default unchanged as Ci FundRaisen FRBasic If your situation calls for you to change the default location click on the Browse button to pop up a standard select destination directory window e First choose the desired drive from the dropdown list at the bottom of the window e Next find the folder into which you want to install FundRaiser Basic Sometimes it is nec essary to first click on the top most folder in the list labeled something like CA or F before you will find that folder e When the top edit box of this window contains the full and proper location path click OK For example if you are installing FundRaiser Basic onto a server computer of your network it might read 6ervemame FundRaiser FRBasic e When you have the Destination Folder properly set click NEXT 7 Your choice in the Select Program Manager Group window determines where in the Start Menu FundRaiser will be located Normally you should accept the default FundRaiser Click NEXT 8 The next window simply gives you the opportunity to go back to a previous window and make any changes before the installation of all the files begins www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 7 When you re happy with the way everything is set click NEXT 9 You will see all the program and data files listed as they are installed When it stops cli
57. ne for each contribution for each donor in the FRBGIFTS file What export file type do you want The first two dBase and comma delimited ASCII are the two most common data file types used for tansfening data from one system to another Service bureaus invariably prefer ASCII while many database people prefer dBase The fixed length file type is mostly used only by the big mainframe people these days Except for two conditions all data will be contained in one file FRRBNAMES xxx if you select all data including notes and giving history then the gifts will be included in a separate file named FRBGIFTS xxx if you export the Notes field in a dBase file then the notes will be in a separate file named FRBNAMES DBT This second file must always accompany the main DBF file they go togetheras a set File Types and Extensions e dBase files will have an extension of DBF or DBT for the file containing the notes Comma delimited ASCII files will have an extension of TXT Fixed length ASCII files will have an extension of SDF If you choose either of the two ASCII files you will be given an opportunity to print the field names in the first record This has become a common practice www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 22 it is a courtesy that helps the person who must import the data to understand what the pieces of data mean You should usually leave this checked We
58. nors in Que List This prints one label for every entry in the Que Marked Gifts This prints a label for every contribution that is marked to receive a thank you letter Labels will be printed in the same order as the letters for easy matchup Starting Position This determines where on the sheet the first label will be printed This is most useful when you have a sheet of labels that has already been partially used not wishing to waste the sheet you wish to start printing in the middle of the sheet For example if you have a sheet of labels that are 3 across by 10 down and the first 5 labels have been used 1st row plus the two on the left of the 2nd row then you would set the Starting Position to be Row 2 Column 3 Label Type This is the currently selected label If you wish to change this click on the Options button Print Button Click on this button to preview the labels and or to start printing www FundRaiserSoftware com Support FundRaiserSoftwa re com GETTING STARTED WITH FundRaiser Basic 41 Close Button Click on this button to close this window and cancel printing Options Button Click on this button to select a different label type to adjust the margin settings or font or to create a new custom label definition Label Options Label Setup m Choose Mailing Label Type Number of Labels C Page Margins Avery 5160 Address a Across Page Top Margin 0 50 in Avery 5161 Address Avery 5162
59. ns your Registration Code or you may receive the code over the phone or by email To enter it click on Enter Registration Code in the Help menu which will bring up the Registration window First enter your Registration Name This is the name that will appear at the top of reports and in the copyright window If you have received your Permanent code you must enter the name exactly as it appears in the letter alongside your code The code is generated from that name and must match it exactly If the name as it appears in the letter is not what you want to appear on reports contact us fora new code before you enter a code for the incorect name Second enter the ten character Registration Code www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WTH FundRaiser Basic 9 Third select either Permanent or Temporary If you are not sure which type you have try one If it fails try the other You are given a total of three tries before the program terminates If that happens don t wony Just start FundRaiser up again and re enter the codes What if you can t get the code to work If its a Temporary one then it has probably expired and you need to get a new one from us send us an email If its a Permanent code then check that you entered the Registration Name exactly as it s written in the letter we sent you Check UPPER lower case punctuation spelling If you can see no difference ask someone else to
60. nt of the name like title first middle last suffix You should merge just first or maybe first middle into first and last or last suffix into last Then merge all the fields one after the other into the Mailname field FundRaiser has three forms of the name and have only one No problem www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 19 Import your one field into MailName FundRaiser will break it into its constituent parts for the First and Last fields By the way if you neglect to import anything into MailName FundRaiser will create it by combining the First and Last fields Step 5 Import Options Convert Name and Address to Proper Case If your list is in all UPPER CASE then you should have FundRasier convert your names and addresses to Proper Case for you It does a pretty good job of it Break Out State and Postal Code from City Field If your database has all three pieces of information recorded in one field like City ST 11111 don t fret Just import it into the City field and check this option FundRaiser will break it out into 3 separate fields for you Fill in Missing Area Code If you have been recording your phone number without area codes because all your donors live in the same area code let FundRaiser assign the same area code to all phone numbers When you check this box FundRaiser will give you a space in which to enter the default area code Fill
61. nu choice FundRaiser Basic will scan your databases and add any new codes to the dropdown lists You ll be given a chance to view the lists and delete any codes that aren t needed When you re satisfied with the lists click on the Update button Edit Menu Cut Ctrl X Copy Ctrl C Paste Ctrl V Delete Add Donor Ctri Delete Donor Ctrl D Cut This copies the selected text to the Windows Clipboard and deletes it from the screen Copy This copies the selected text to the Windows Clipboard but does not delete it from the screen Paste This inserts the contents of the Windows Clipboard at the Cursor position Delete This deletes the selected text without copying it to the Windows Clipboard Add Donor This clears all the current fields and prepares FundRaiser to accepta new donor record Click on this when you want to add a new donor Delete Donor This marks the current donor for deletion It does not permanently erase the record thatis done during File Maintenance While the record is marked for deletion the word Deleted appears in red in the center of the navigation contol The delete button and this menu choice also change to undelete giving you a chance to remove the record from the deletion list before File Maintenance is run Adding new donors It s easy to add a donor record to FundRaiser J ust click on the Add button and fill in the blanks www FundRaiserSoftware com Support FundRaiserSoftwa re c
62. of your donors and prospects are individual people choose Individual If most are churches foundations businesses civic groups or other non individual entities choose Business even if they are not actually businesses A business will have one name field an individual has two first and last Also the fields for the Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 56 secondary person are called Contact fora business and Spouse foran individual Another consequence is that the default salutaton and address block name see Name Default below can be different depending on type Defaults For City State Zip If most of your donors are from one Category1 Category2 area then you can save yourself a lot Category3 of time when adding a new donor by having FundRaiser enter the default value that you enter in one or more of these fields Check for Duplicates on When adding a new donor FundRaiser can check for duplicates automatically If you check Last Name and First Character then it will check the donor name and spouse name each against both the existing donor names and spouse names Itchecks the full last name as you have entered it plus the first character of the first name thereby catching different spelling variations like J im J immy and James If you check Address then FundRaiser will quickly compare the state city and address 2 line to others in the list Only complete matches wi
63. on Match case allows you to search for only the word Thank with a Capital T and notany other instanceof thank Click here to find and replace words Example find all or one instances of patient and replace it with client Like the Find menu choice above this function brings up a dialog which helps you contol the replacing If you want every instance of the word replaced click on Replace All If you don t want every instance of the word replaced then you SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 50 go one by one using the Find Next button until you find an instance that you want to replace At that point click the Replace button All of these choices except Select All and Replace have buttons on the Tool Bar which do exactly the same function most also have keyboard shortcuts as well View This menu allows you to tailor the look of the Word Processor window The default setting is to have everything visible you may click on each of Toolbar Format bar Ruler and Status bar to remove that choice from the desktop Clicking on the Fields Panel toggles between Show and Hide Fields Font Clicking here brings up a dialog box which allows you to choose Font Size and Style for the selected portion of text These selections are also available on the Format Bar Help Click here to access the Help system TOOL BAR There are buttons on the Tool Bar for
64. ons in addressing found around the planet We think we ve come close in handling them all with relative ease on your part You just need to fill in the different address fields and let FundRaiser configure the address block at printing time FundRaiser has a complete listing of all the countries including their addressing standards FundRaiser uses that knowledge to shift the various address fields around to their proper positions in the address block for that county A common example is moving the postal code to the left of the city name for the many counties that follow that standard The address block for some countries is the exact opposite of how it is configured in the US FundRaiser can handle all of that with ease Adding Gifts When you have a batch of contibutions to enter we suggest you follow a standard Basic Routine First Search for the donor in the existing list If not found Add the donor Then click on the Gifts Tab then click on the Add button and record the following information Amount This is the amount of the contribution If you are recording In Kind contibutions enter the fair market value of the donation In the US the IRS requires that the donor not your nonprofit agency provide proof of the value of the donation You should provide a letter or receipt that describes the donation in enough detail that it is clear what was given Date Given This is the date when the donor gave the contibution In the US the
65. onsibility to determine if the program will work reliably on your equipment and for your particular business environment Thats why a money back guarantee and evaluation copies are made available to you FundRaiser Software Edgewalker Enterprises FRS EE disclaims all warranties relating to this software whether express or implied including but not limited to any implied wananties of merchantability and fitness for a particular purpose and all such wananties are expressly and specifically disclaimed Neither FRS EE nor anyone else who has been involved in the Creation production or delivery of this software shall be liable for any indirect consequential or incidental damages arising out of the use or inability to use such software even if FRS EE has been advised of the possibility of such damages or claims In no event shall FRS EF S liability for any damages ever exceed the price paid for the license to use the software regardless of the form of claim The person using the software bears all risks as to the quality and performance of the software This agreement shall be govemed by the laws of the State of Missouri and shall inure to the benefit of FRS EE and any successors administrators heirs and assigns Any action or proceeding brought by either party against the other arising out of or related to this agreement shall be brought only in a www FundRaiserSoftware com Support FundRaiserSoftware com GETTING STARTED WTH FundRaiser
66. ontibutions will be included in the report The default date range is always today You can change the dates by typing them in directly or by accessing the pop up calendar by clicking on the ellipses Gift Source If you want to include only contributions with a particular Source Code select it from the dropdown list Otherwise leave this set to All www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 46 Include Source Code Totals If you do not want subtotals for each Source Code displayed at the end of the report uncheck this box Print Button Click on this button when you are ready to prview and or print the report Close Button Click on this button to cancel the report FundRaiser s Built In Word Processor 25 FundRaiser Basic Word Processor C FundRaiser FRBW Appeal RTF les File Edit View Font Help Le MR o Een Hide Merge Feld Nota Arial Jin mm B 7 U t7TedayQh tba Fields o Today Account a First Name Po AddressBlock Last Name Spouse First eT S Last Dear Salutation Friend Spouse Les Home Phone Nabas Dos Little Mary is in desperate need of your help She was abandoned finish the story paragraph about what your organization has done and what more you want to do te Address Block hope you ll consider joining us in this important work Even the smallest of gifts make a huge difference in Gi
67. ools Scandisk Choose the Standard test and tell it to automatically fix enors e Make a backup Run File Maintenance e Run Data Integrity Check There are some clues to watch for which indicate that the indexes are out of sync with the data when you search for a name that you know is there but FundRaiser can t find it or when you get a report that seems to have the Wrong names listed for the criteria you selected If you run File Maintenance regularly you should not see these problems occur www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 23 Check Data Integrity Computers inevitably fail When that happens your data may become conupted This menu choice will help you make sure that your data is in good shape When you run this you can have it look over your data without fixing it and that is what we suggest you do first If the resulting report suggests that you run it again to make some fixes then you can put a checkmark on that option When you do so a checkmark will appear in the Make Backup option and you should leave it checked in chase you need to restore your data if the fix fails for any reason This routine tests four things L Duplicate Account Numbers One problem that can result from conupted data is that FundRaiser can eroneously assign duplicate account numbers to new records This results in contribution data being shared between the two account
68. or records at once in a convenient spreadsheet style format This is especially helpful if you want to be able to quickly browse through your records just as though you were thumbing through paper index cards Changing and Moving Columns Sometimes you will want the columns ananged differently than the default For example you may want the city and state columns positioned to the right of the donors last name And you may want to nanow the last name column too To resize a column make it narrower or wider position the cursor on the right edge The cursor will change to a two headed anow Click and drag that edge to the left or right as desired To move a column click on the column heading and drag it to the desired position When you click on the column heading you will see the left edge of www FundRaiserSoftware com Support FundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 16 the column tum bold As you drag it it will move showing where its position Will be if you release the mouse button To move a column to a position that is off the screen it is best to drag the cursor to the arrow buttons on the left or right ends of the horizontal sc roll bar Sort Order To change the order in which the records are displayed click on the appropriate radio button The records will immediately shift to the new order with the currently selected record remaining in its original position Search This window uses the same
69. orteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 36 Donor Reports This is a collection of 8 different donor listings If you want to print a listing of a subgroup not your entire list then you should first set a query in the Query window One liners are just that Information for each donor is contained on one line This makes for a very readable report with nice neat columns But the information is abbreviated The specific fields are listed e Multi line reports give more information that spans multiple lines To get a feel for which reports will be most useful for you we suggest you printa sample of each in Print Preview choose a single page to print Major Donor Report This report was originally designed to help you fill out section IV A of the IRS Form 990 in the US It shows you who your major donors are and how much they ve given over the past few years The defaults for determining just who your major donors are meet the IRS requirements for their form those who have provided 2 or more of all your donations over the past five years You can easily ovemide these defaults by setting a dollar figure instead or by changing the percentage Word Processor This opens the FundRaiser Word Processor in which you can create and edit letters and other documents You can use this separate program for any or all of your word processing tasks You will find that it has its own icon in the Fund
70. ou can view your donors Browse Export or Print Cancel Query Button Click on this button if you decide not to process your query or if you want to end a previously processed query It will close the www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 34 Query Window and retum you to the main Donor Screen where all donors will again be selected Clear Felds Button Click on this button to clear all the criteria and to start over again You will remain in this Query Window Close Button This causes you to exit the Query window Some Final Notes and Cautions Test your Queres especially while you re still leaming Look through the resulting records to make sure that everyone is there who should be and that no one is there who shouldn t be If you find any discrepancies then review your Query criteria If you can t find the problem contact our Tech Support and we ll be happy to go over it with you e When you set a Query it selects donor records It does not determine which gift records will appear in reports When you set a query all of a donors data stays with him her e When you print a report the report will be able to see all of the gifts To limit the gifts that appear in a report you must limit it using the reports criteria if there are any some have no way of limiting the gifts www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH Fund
71. ount that the donor has given this year as defined in the Options menu FARST GIFT DATE The date of the donor s first gift on the Statistics tab LARGEST GIFT The amount of the donor s largest gift LASTCHANGED The date that you last made a change or updated this record including entry of a gift Also viewable from the Statistics tab GIFTNOTE Any note recorded with the gift GIFTSOURCE The Source Code of the gift Mergeable Functions include AddressBloc k This is equivalent to a mailing label It contains all the fields contained on the Address tab arranged appropriately for the default country as set in the Options Menu or for the address s country code Use this instead of the individual address fields GiftAmount This is the amount of the contribution Which contribution If the letter being printed is a Thank You letter then the contribution is the one for which the donor is being thanked Otherwise the contribution is the most recent contribution the one at the top of the list on the Gifts page This merge function has a Combine option that allows you to send one thank you letter for several contibutions If checked FundRaiser will combine the amounts of all the donors marked gifts The most common usage of this function of which we are aware is for churches who receive contibutions each week from their donors Rather than thank them for each and every contribution a letter can be sent monthly or quarterly showing
72. owledgement letters One fundraising consultant says repeatedly Thank before you bank Which means that before you take your deposits to the bank you should take your thank you cards and letters to the post office If you feel that you can t afford to send a letter in response to every donation then send a post card or email for smaller donations and letters for larger ones Whatever you do it is absolutely critical that you acknowledge each and every contribution How do you print Thank You letters When you add a new contribution enter a check mark on Send a Thank You letter or receipt Once all your contributions have been entered click on the Print Menu then on Letters or labels or envelopes and then on Marked Gifts for thank you s In that same window choose the letter that you have created in FundRaiser s word processor to be printed FundRaiser will then print your letter once for each contibution that has the Send a Thank You checked After you have printed everything letters labels envelopes for those contributions you need to remove the check mark from the printed contibutions Do this by clicking on the Print Menu then on Mark Thank You s Done If you fail to do this FundRaiser will remind you if you forget then the next time you print Thank You s these same contributions will be included in the printing again www FundRaiserSoftware com Support FundRaiserSoftwa re c
73. p feature In most cases you will restore from a removable media If you need to restore from another location click on the Browse button to select the disk drive and or folder name where your backup is located Export Export puts a copy of your data in a separate file You can be selective about what data is to be included and by first setting a Query can be selective about which donors will be included www FundRaiserSoftware com Support FundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 21 Use the Export func tion when you want to give a copy of your data to a service bureau e copy your data into another program on your or anothers computer e swap lists with another nonprofit The process of exporting is relatively straightforward It involves three steps choosing the data choosing the format and deciding where the file should be exported to Vhich data style do you want You can pick and choose from the list of fields in the list on the right side of this window or you can select one of these styles each of which has pre selected fields after which you can add or remove fields from the list by checking or unchecking fields Click on Clear Selections to clear the check marks from all fields Be wary of using the two file style This requires a professional ora high quality hacker to work with it This is because there is one record for each donor in the FRBNAMES file but there may be several records o
74. r it will Create a new icon for you if you rename the previous shortc ut as described above Windows will simply change the location associated with the previously installed icon if you leave the name the same But you can fix the shortc ut and create a new one for each installation by doing the following www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WTH FundRaiser Basic 8 a Right c lick on the FundRaiser icon to pop up a menu b Click on Create Shortcut c Right click on the newly created icon copy to pop up a menu d Click on Properties e Click on the Shortc ut tab f Change the folder name in Target and Start in to the conect folder g Click OK h Right click again on the icon copy to pop up the menu i Click on Rename j Enter the name that you want to appear below the icon and press Enter Important Note Whenever you install an update to FundRaiser Basic you will need to update all folders by running the setup file for each instance of the program and you should check the folder names in Properties as described above to make sure that Windows did not change them Now to Run FundRaiser Basic Click on the FundRaiser Basic icon that was placed on your desktop during the installation process Next there are a few tasks that you need to do before you start entering data Enter Your Registration Code The letter receipt you receive from us in the FundRaiser Basic package contai
75. r database manager and Saving As or Exporting in another file type If this is an ASCII file comma delimited or tab delimited there will be these additional sections In the center text area FundRaiser will report if it found any errors in your file If it finds any it will not import those You should attempt to fix those lines in a word processor Important be sure to save the file as an ASCII text file or DOS text file FundRaiser will ask if the first line contains field names Take a look at the display and check the box if the first line does contain fieldnames instead of real data If it does FundRaiser will use those instead of generic field names like Reld1 Feld2 etc in the field matchup window and will not import it as real data Step 3 Backup It is usually a good idea to make a backup copy of your FundRaiser data before importing a new file into it If you select Yes it will www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 18 copy your data files into a Backup directory directly under the FundRaiser Basic directory After importing if you decide that the import was a mess did not import as you expected then you can copy those files back using the Restore Bac kup Files choice in the File Menu Step 4 Feld Matchup In this window you match up the fields from your file with the fields in the FundRaiser file First click on one of your fields that you want to
76. rd or phrase within the Help Files e click on the Index tab which will take you to a window with an edit box into which you may type a word or phrase about which you want information As you type the scrolling list will highlight topics when you find the one you want click on the Display button One of the headings in the Contents section of Help is Common Tasks This section helps you leam how to do www FundRaiserSoftware com Support FundRaiserSoftwa rre c om GETTING STARTED WITH FundRaiser Basic 11 the tasks FundRaiser is so good at and this is a good place to start leaming how to use FundRaiser Basic And now a few tips on how to help FundRaiser run smoothly Important Housekeeping Tips Getting into the right habits at the beginning is always a good idea Using FundRaiser Basic properly requires that you perform a few housekeeping chores on a regular basis Backups Making backups is very important At some point or points in your relationship with computers these helpful time saving infemal machines will fail you Your data is important no if there we recommend making regular backups Ideally a backup is made daily If that s too inconvenient for you plan backups weekly or so whatever will work into your sc hedule s easy to make backups in FundRaiser Basic click on the File menu on Create Backup and then on the Backup button You can backup to a Net work location USB Thumb Hash drive
77. re do you want the file s exported to Click on the folder icon to change the location Print out the file specifications when exporting This will print one page per exported file detailing the field names and giving a description for each The person you send your file to will very much appreciate these sheets To begin the Export click on the Export button File Maintenance In FundRaiser Basic when you delete a donor name or other record you are actually just marking it for deletion It is not erased from your computer until you run File File Maintenance which causes any records which had been marked for deletion to be physically erased File Maintenance has a second very important purpose rebuilding index files Over time index files can get out of sync with the data files they relate to so as a good housekeeping measure you need to rebuild the index files on a regular basis If you use FundRaiser on a daily basis you should run File Maintenance once every week or so if not more often otherwise once a month is generally enough It doesn t hurt to run it more often Also if you ever experience a disk eror you should include File Maintenance in your recovery process e Run ScanDisk to find and fix any disk errors In Windows98 and newer and in some newer versions of Win95 Windows does this on startup if it was not shut down properly If running an older version of Win95 click on Start Programs Accessories System T
78. rst gt and dast are the donor name for an Individual donor type or the Contact name at a business SpouseFirsb and lt Spouselast gt are those of the spouse name lt Business gt is the business name fora Business donor type Each tabbed page has four edit boxes The first three cover the three conditions when the Donor Type is marked as Individual The fourth is for businesses Each edit box has a dropdown list with several of the more common pattems If one of these is not what you need then you should type a new pattem into the edit box using the other pattems as examples If you prefer to have no default then leave the edit box blank Individual No Spouse This is what FundRaiser will insert into the Salutation or other field depending on which tabbed page is selected when no Spouse has been entered As an example using the Salutation field if most of your donors are male and you are formal in your communications then you would probably use a default of Mr ast gt On the other hand if you are informal then the gender of your donors does not matter you need only enter irb Individual Spouse with same last name When there is a spouse and the spouse has the same last name as the donor e g John Doe and Mary Doe www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 58 then this is the pattem that will be used Common pattems for Salutation are Mr and Mrs dast for formal and
79. s that have the same account number The fix is for FundRaiser to assign new account numbers You may also have to do some manual deleting and re entry of gifts 2 Data Scan In this portion FundRaiser will look at every character to make sure that it is readable If not it will report it as an error The fix is to blank out that portion 3 Verify Account Numbers FundRaiser account numbers are always six digits If the number is a short one like 123 then it pads the number with zeros giving you 000123 If any Account Numbers are invalid FundRaiser will let you know The fix depends on the problem 4 Orphaned Gift Records If a donors Master record is lost the contributions may still exist in the Gifts database This portion looks for any gifts that do not have a Master record where the name and address are kept The only fix is to delete those contributions Recalculate Giving Totals This File Menu choice recalculates the totals displayed in the Details tab in the main donor screen It may safely be run anytime but is only needed at the beginnng of a new year oraftera data enor Recreate Code Dropdown Lists This feature which scans through your lists looking for new Category or Gift Source codes needs to be used only if something happens to your www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 24 dropdown lists so that they are no longer complete When you click on this me
80. small fee When an upgrade rather than an update is released you must purchase the upgrade in order to be able to continue installing free updates that are released after this The best way to hear about all updates and other FundRaiser news and usage tips is to send us your email address and update it with us if it changes Don t wony we don t sell our list and only use the address to send you newsletters and occasional other information about FundRaiser www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WTH FundRaiser Basic 6 Okay now we can get to the actual installation of FundRaiser Basic INSTALLATION Installing FundRaiser Basic from a CD is easy J ust follow these steps L Put the CD in your CD drive and close the door Wait for the FundRaiser Family program to load 2 Click on the Install Software tab 3 Click on FundRaiser Basic 4 Click on the INSTALL button This will start the Setup program for FundRaiser Basic NOTE You can Skip the above steps and just download the latest version from our website www FundRaiserBasic com and Save the setup program to your computer After download is complete run the setup program from where you saved it to begin installation 5 The first window in the Setup program is the Welcome window Click NEXT 6 Select Destination Location This is really the only step where you might want to make a change and it depends on whether your co
81. t Thank You Letter select whic h letter to print for this gift Batch Number for entry of multiple batches per day BenefitAmount and Description of any benefit given to donor Premiums any products selected by donor Split Transactions for when a contribution covers multiple purposes Memberships Trac k expiration dates dues payments Print renewal letters manage reports Pledges For multi payment pledges spanning months or years Print reminder letters overdue letters management reports Tributes Record donations made In Memory Of orIn Honor Of someone then send letters not only to the donor but also to the honoree or surviving spouse Print listing suitable for inserting into your newsletter www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 72 e Premiums Great for public radio and TV stations who give premiums for donations Prints shipping labels trac ks out of stoc ks and more e Tickler System Reminder system can tie todo s to individual donors and or staff members e Doubles as case history file e FventLog Track donor involvement in or invitations to events also copies of letters sent e Online access for Donors and Staff e Can be ted into a project management system e Bulk Mail Print US PostNet barcodes integrate with USPS National Change of Address e NCOA and CASS Certification system print bulk mail report e Fom Letters and Mail Merging Much much more capabi
82. t to enter that in this name It should of course be entered in the Mailing Name field Spouse First Last This is the name of the donors spouse if any This may also be a non mamed house mate or partner whom you wish to associate with the donor Contact First Last In the case of a business this is the name of your contact at the business www FundRaiserSoftware com Support FundRaiserSoftwa rre c om GETTING STARTED WITH FundRaiser Basic 26 Salutation This is what will be merged into the Dear portion of a letter It should not begin with Dear or end with a comma or colon Enter only the name FundRaiser will fill in this field for you depending on how you have the entry in Options Name Defaults configured Category 1 2 amp 3 These fields are user definable fields While we suggest that you use them to categonze your donors board member volunteer activity interest etc and donor source how you obtained the name etc you may use these for any purpose whatsoever You may change the captions for these fields in the Options Menu Phone Numbers The first two fields are 20 character fields in which you can enter home and work phone numbers plus a note or extension at the end The default format is for North America You may select an open format in the Options Menu Address Tab Optional Contact In the case of Individual donor types this field is rarely used hence the Optional title Use it only when you
83. tabase you will find that the records are amanged in alphabetical order by name The current order also affects the order when observing names in the Browse window Other orders are by Spouse Account Address and Zip Code To change the order click on the center bar of the Navigation Contol and choose from the available orders in the drop down list Database File This is a file that can be seen in the Windows Explorer It contains a set of records FundRaiser has two databases Master dbf which contains the donors and Gifts dbf To confuse things somewhat the Master database is actually composed of a pair of files master dbf and master dbt The dbt file contains only the donor notes Date Entered In the context of the donor this is the date when you first added this account into FundRaiser It is maintained by FundRaiser and comes from your com puter s intemal clock In the context of a contribution this is the date when you entered the contribution into the computer It is different from the Date of Donation which is a date that you typed into the computer and is the date that the donor made the donation often it is a few days before the date entered Note See Donation Report for important difference between these two dates Date of Donation Also Date Given This is the date when the donor made the contribution It is a date that you type into the computer It is different from the Date of Entry which is the date you were sitt
84. tance are contain significant enhancements are issued rarely every couple of years or so and require a small update fee and new registration code For major updates we contact all users by mail or email All minor up dates are posted on our website and may be downloaded and installed at your convenience You ll also find there a listing of changes to the program so you can see if you want to download that update If you have given us your email address we will send you a notice whenever an update is re leased To notify us of a change of email address or to ask not to be sent such notices send an email message to mail FundRaiserSoftware com Q Can use FundRaiser Basic both at home and at work A Absolutely In fact we ve made it easy for you to do so Install FundRaiser Basic on both computers Then to move the data back and forth use the Create Backup Restore Backup menu choices in the File Menu Please be aware that you cannot enter data or update data in FundRaiser Basic on two computers at the same time This is because when you Restore the Backup from one computer to the other the backup will overwrite any work done on that machine But read on Q Can I give a volunteera copy of FundRaiser Basic to take home to do da ta entry A Sure This is a great way to use volunteer skills Have them install FundRais er Basic on their home computer from the evaluation disk or from the pur chase disk set and enter data Then
85. the Print Menu then Envelopes then on the Options button e Feed Method Choose the method in which you feed envelopes into your printer You should change this only after trying the default method shown above on some printers this option fails e Delivery Address and Retum Address Click on the Font Button to change the font characteristics to be used when printing this address The word Font is displayed using the current font characteristics for this address e The From Left and From Top settings determine the starting point in inc hes of the first line of the address e Note to disable the Retum Address from being printed check the Omit Retum Address box in the Print Envelope window which is the one immediately behind this window e Restore Defaults Click on this button to restore the original settings for the fonts and From Left Top settings e OK Button Click on this button when you are satisfied with all the displayed settings e Cancel Button Click on this button to abandon any changes www FundRaiserSoftware com Support FundRaiserSoftwa re com GETTING STARTED WITH FundRaiser Basic 45 Donation Report This report lists donations given or entered during the specified date range Uses include checking for accuracy after entry of a batch of contributions fora hard copy of contibutions received or entered during the past month or to give to the bookkeeper Since it will also subtotal by Source Code it can a
86. the left side Briefly here are what these buttons will do and where to find more detailed information on these tasks ac Og Name Order DO HO 85 5 ABE Ka Search Again Que Query WP Exit Navigation Enables you to move through your donor list one record ata time and lets you change the orderin which the records are displayed Search Lets you search fora particular donor by name or other field Search Again Lets you repeat your search Queue Lets you build a list of donors one by one for which you may print letters labels or envelopes Query This brings up a window where you enter criteria to selecta group of donors from your list for viewing printing or exporting Word Processor Click here to call up FundRaiser s word processor Exit Click here to exit FundRaiser Basic Add Click here to Add a new donor or prospect Delete Click here to mark a donor record for deletion Delete x Save This button is enabled once you have added a new ka donor or made a Change to an existing donor record V Click here when your entry or change is complete Cancel Click here to cancel any Add or Change without saving Reminders Click one of these ten buttons to record a reminder ornote to yourself these are nottied to any particular donor When you do so the icon will change to display a Blue i on the Postit When you click on a Reminder button a window appears with a text ar
87. w Enter Registration Code View Registration Code Other FundRaiser Programs Support FundRaiser Website About www FundRaiserSoftware com Clicking on this menu choice brings up the Help Table of Contents When you re ready to order click here to go to our Online order form This is where you enter the code that you received from us after your purc hase Once you enter it it unlocks FundRaiser s printing and exporting and embeds your name in the program This option will show your currently entered registration code FundRaiser Basic is the entry level of the FundRaiser family of donor management software This section talks about our other programs Of course you can contact us for help This explains our support policy and how you can reach us Link to our Website www FundRaiserBasic c om Get information about the program You can check which version of FundRaiser Basic is installed on your computer Support FundRaiserSoftwa re com GETTING STARTED WITH FundRaiser Basic 60 Help Contents Clicking on this menu choice brings up the Help Table of Contents At this screen click on a topic of interest for more information If what you are looking for is not listed click on the Index tab which will take you to a window with an edit box into which you may type the word or phrase about which you want information As you type the sc rolling list will highlight topic s when you find the one you want c
88. xample in your form letter you may have Dear SALUTATION which when mailmerged will be printed as Dear Ms Smith and are special markers to tell FundRaiser that this is not normal text but is actually a command to insert data Master File This file contains all of the data entered in FundRaiser except for the gifts which are recorded in their own database file Gifts Navigation Contol M 4 Name Order gt First Previous Change Order Next Last Clicking on this contol enables you to move through the donor list one record ata time These movement commands are also accessible from the GoTo Menu Clicking on the center enables you to change the current order If the current donor record is deleted the word Deleted will appear in red in the center of this contol Prospects Donors who have not yet given Prospects and donors should be mixed in the same list Let FundRaiser keep track of who has given and who hasn t Queue Button Click on this button to access the Queue Window in which you create a listing of donors for which you may want to print letters labels or envelopes You add donors to the Queue one record ata time www FundRaiserSoftware com SupporteFundRaiserSoftware com GETTING STARTED WITH FundRaiser Basic 67 Query Button Click on this button to access the Query Window in which you select donors by criteria Once selected you will be able to view only the records in this group until
89. y Import The import section enables you to import from FundRaiser Basic You can also import ASCII text files and dBase files from any other program Export This section enables you to copy your FundRaiser data to file s which you can import into other programs or send to other people orservice bureaus Create Backup This is where you go to make a backup of your data to disc Restore Backup You use this feature when you want to totally replace your data with the data that is on your backup disc www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 15 File Maintenance This section erases records that have been marked for deletion and rebuilds the index files We suggest you do this atleast once a month once a week is much better Check Data Integrity When computers hiccup data can become conupted This menu choice will help to identify and fix data corruption problems Recalculate Giving Totals This sec tion recalculates the giving totals that are displayed on the Details Tab in the main Donors Screen Recreate Code Dropdown Lists This utility will repopulate the dropdown lists from the data in your lists File Details This displays the names of the database files currently in use their location and the number of records in each Exit closes the FundRaiser program and closes all data files Browse Window The Browse Window lets you view more than two dozen don
90. yed may be changed using the Navigation Control see page 12 and affects these movement commands First This moves to the first record in the database Last This moves to the last record in the database Next This moves forward one record in the database Previous This moves backwards one record in the database Last Added This moves to the record that you last added into FundRaiser Search Menu Search Ctrl S Search Again F3 Query Ctrl F Cancel Query Search There are three ways to search in FundRaiser All of them start with clicking on the Search Button either in the main Donor Screen or in the Browse Window or by choosing Search from this Search Menu Search by Name The most common method of searching is by name Click on the Search Button and then on the Find Name tab if it is not already selected Enter the donor s last name and as much of the first name as www FundRaiserSoftware com Support FundRaiserSoftwa re c om GETTING STARTED WITH FundRaiser Basic 30 it takes to make a unique entry Sometimes you need enter only a portion of the last name For example to find a rare name like Horatio Dragonwagon you need only enter Dragon in the Last Name field No first name is needed because there is probably only one Dragonwagon in your list If on the other hand you are searching for a com mon name like Smith then you will probably need to include the first name as well as the complete last name
91. you cancel the query You will also be able to print this group or export it A query can be simple orcomplex An example of a simple query is all board members A complex query is all donors from Califomia who gave last year but not this year Record A record is one distinct set of data contained in a database file In FundRais er a record is either a gift ora donor Reminder Buttons Click one of these buttons to store a reminder or note to yourself When you do the icon will change to display a Blue 1 RIF RIF stands for Rich Text Format It is a standard used by most modem word processors including Windows own WordPad Microsoft Word and WordPer fect and enables one word processor to read and printa document created by another program FundRaiser uses this standard exclusively Unfortunately we have found that curently FundRaiser Basic cannot propery print a document created in MS Word Salutation This is the Dear part of a letter it is how you greet the donor Some organizations prefer a formal greeting Mr and Mrs Smith others are much more informal Dick and J ane Either is conect Service Bureau This is a business that services your list in some way Most often it is to prepare a large mailing for you They will get you the best postal rates print labels affix them to your mailing pieces and maybe even do all the printing for you Use FundRaiser s Export function to copy your data onto a

Manual - FundRaiser Basic

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