Tutorial and Guide to Using

Transcription

1 Tutorial and Guide to Using

2 Copyright 2005, Campagne Associates, Ltd. All rights reserved Information in this manual is subject to change without notice and does not represent a commitment on the part of Campagne Associates, Ltd. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may only be used in accordance with the terms of the agreement. It is against the law to copy the GiftMaker Pro on magnetic tape, disk or any other medium for any purpose other than the purchaser s use. GiftMaker Pro is a registered trademark of Campagne Associates, Ltd. Software Support To get assistance in using any of Campagne s products please contact: Campagne Associates 195 McGregor Street, Suite 410 Manchester, New Hampshire USA Telephone: support@campagne.com Web Site: September, 2005 GMP 8.3

3 Table of Contents Tutorial Introduction... 1 About this Tutorial Manual... 1 How to use this Tutorial Manual... 1 Processing Modes... 2 A Note on Entry Fields... 2 Selection Lists, Lookup Function... 4 Window/Field Help information... 5 Let's Get Started... 7 Make a copy of the Tutorial Data File... 7 Starting GiftMaker Pro... 7 Setting User Preferences... 8 Data Entry - Basic Skills Adding New Constituent Information Adding Additional Information Finding Constituents Find record function Next/Back record function Constituent Selection List Gift Processing Gift Entry from Constituent Maintenance Gift Entry using the Batch Gift Processing Method Donation and Pledge Received Reports Donation and Pledge Thank Yous Create the Export Data File(s) Merge the Thank You Letters Pledge Reminders GiftMaker Pro i Table of Contents

4 Additional Topics Fun with Data The Quick Letter Print a Complete Profile Gift Inquiry Linking Contacts in an Organization Memorial/Honor Contributions Retrieval Reports - Basics Reporting a Classification Group Printing Mailing Labels Solicitation Letters Retrieval Reports - Advanced Saving Retrieval Parameters Display List Output Build a Constituent Selection List from a retrieval Analyzing Gifts Pinpointing Lapsed Donors Group Subtotals Comparing Periods and Years Advanced Techniques Multiple Thank You Letters Automatic Window Movement Guide to Using Guide to Using Introduction The GiftMaker Pro Database Fundraising Management Mailing List Management Word Processing Spreadsheet/Gift Analysis GiftMaker Pro ii Table of Contents

5 Getting Started System Preferences Organization Name User Defined Fields Password Security Date Formats and Fiscal Year Previous Gifts Name Calculations Field Verification Setting up Staff Members/Users Setting up Table Files Campaign Table Classification Table Edit Code Table Fund Table Gift Source Table Notation Keyword Table Relationship Table Solicitor Table Thank You Letter Table User Defined Table Code 1, 2, & 3 Tables Zip Code Table Building Your Database Windows of Information Moving Between Windows Window Menu/Window Toolbar Command Menu/Command Toolbar Processing Modes Field Entry Data Entry Adding New Constituent Information Updating Information Deleting Records Organizations and Contacts Displaying Other Contacts Changing Organizational Addresses User Preferences Default Entries GiftMaker Pro iii Table of Contents

6 Window Movement Processing Preferences Toolbar Preferences User Preferences Hierarchical Menu Finding Records Find record function Next/Back record function Constituent Selection List User Defined Retrieval Addresses Address Maintenance Address History Automatic Address Change Duplicate Records Duplicate Checking During Maintenance Batch Duplicate Reporting Merging Duplicate Records File Backup Target Mailings Classifications as Mailing List Categories Retrieving Data Search Techniques Retrieval Output Options Combined Mailing for Related Records Do Not Mail/Do Not Solicit/Do Not Phone Mailing Labels Envelopes Personalized Letters Print Letter with Merge File Mailing History Before You Begin Overview Composing and Sending Managing Your Box Working with Templates Generating through User Defined Retrieval Creating Notations from Messages Troubleshooting GiftMaker Pro iv Table of Contents

7 Sending to Campagne Support Gift Processing Processing Work Flow Gift Entry Gift Entry Windows Gift Reporting Gift Acknowledgments Memorial/Honor Notifications Pledge Reminders Recurring Gifts and Credit Card Processing Automatic Recurring Gift Processing Entering the originating recurring pledge Recording recurring payments Process credit cards for recurring payments Report, analyze and share recurring pledge & payment information Setup User Preferences Credit Card Processing Establish Account with IATS Ticketmaster System Setup for Credit Card Processing Processing credit card payments Charitable Gift Receipts - Canada Turning on Gift Receipts Setting the Gift Receipts Number Sequence Using Gift Receipts Issuing Receipts Complying with Canadian Law Calculating the Disbursement Quota Searching for Gifts by Gift Receipt Number Gift Analysis Pledge Payment Projection Using the Pledge Payment Projection Report Lapsed Donors Campaign Totals Detail Analysis Reporting GiftMaker Pro v Table of Contents

8 Custom Designed Output Setting Up CDO System Fonts Selecting a Default CDO Layout Printing Using an Existing CDO Layout Creating a New CDO Layout Cloning a CDO Layout Cool Features Working with Names Capitalization Data Verification Copy to Clipboard Automatic Window Refresh Automatic Window Movement Index GiftMaker Pro vi Table of Contents

9 Tutorial Introduction GiftMaker Pro is a tool to manage the information in your development office. With GiftMaker Pro, you can maintain your mailing lists, donors, prospects and other people and organizations within your community. You are also able to store various pieces of information about those contacts, such as donations, pledges, affiliation codes (classifications), relationships and free form notations. GiftMaker Pro helps you automatically send gift thank you letters to donors, perform targeted solicitation mailings, analyze contributions and prospect for major gifts. Not only does GiftMaker Pro have many advanced features, but it presents them in a clear, easy to use manner. The program uses a consistent interface to enhance your productivity as well as help you enjoy your work. About this Tutorial Manual This manual describes both the Macintosh and Windows versions of GiftMaker Pro. The program is identical in its functionality. The main variances between the two platform versions are standard differences such as location of close boxes and window re sizing. The diagrams in this manual display both Windows and Macintosh examples. The most obvious difference between the two platforms in this manual is the function keys. For the Macintosh, they are referred to as Command keys (the Apple Cmd key). On the Windows systems they are accessed through Control keys (the Ctrl key). Throughout the documentation they will be described as Cmd/Ctrl keys. Other specific references and differences will be described separately for each hardware platform. How to use this Tutorial Manual This Tutorial is intended to introduce you to GiftMaker Pro and show you its main functions. It begins by demonstrating basic data entry concepts, then builds on those lessons. GiftMaker Pro 1 Tutorial - Introduction

10 Processing Modes When processing data maintenance windows, there are multiple processing modes in which you can be placed. These modes are: view, add, and update. Much of your time will be spent in view mode when you are looking through the records. While in this mode there is NO modification to your database. The add mode is used when adding any new information, such as new constituent, or adding classifications, notations and gifts to an existing constituent. When you add information, it is saved when you click the Save button or press the <Return> or <Enter> keys on your keyboard. Update mode is used to change existing information in your database. When updating information in a window, the information is actually changed when you click the Save button or press the <Return> or <Enter> keys. A Note on Entry Fields While in either add or update mode you press the <Tab> key to move forward a field (or <Shift/Tab> to move backwards). It selects the entire contents of the field (if there is a value already in the field) as you enter it. If you start typing, it will replace the contents of the field. To insert in front of the current field value or to add to the end of the current field value, you may use either the arrow keys or, place the text cursor where appropriate with the mouse. When you press the left arrow key, the cursor will be placed before the first character. By pressing the right arrow key the cursor is placed just after the last character in the field. Date Fields All date entry fields are Month/Day/CenturyYear (unless changed in System Preferences). Date entry fields default to the current month and year. If just the day is entered, the month and year will automatically be inserted. Example: if today s date is 12/31/04 and you type in just 31 and tab from the field, the date field would become 12/31/2004. If you typed in the month and the day, e.g.: 1129, the date would become 11/29/2004. The slashes between month, day and year are entered automatically. You have two date format options under System Preferences. The system default is to display dates in the American format of Month/Day/CenturyYear. If you prefer to show dates in the International format of Day/Month/CenturyYear, you can change the date format in your System Preferences. GiftMaker Pro 2 Tutorial - Introduction

11 Amount Fields Amount fields default to zero cents if the decimal point is not entered. This helps reduce keystrokes. When entering a value of ten dollars ($10.00) you need only to enter 10 to achieve the result of Check Boxes Check boxes are used to indicate a yes or no response. The check box labels are normally worded as a question. When the box is checked (crossed) it indicates a Yes response. To check or uncheck a box, simply click on it. Check boxes are used in data entry to indicate a yes or no response. Radio Buttons Radio buttons are displayed in a group to allow you to select one of the options in that group. Clicking on one of the radio buttons in a group selects it and deselects the previous choice. Radio buttons allow you to select one option out of a group. Code Fields When entering a value into a code field (e.g., classifications, membership category, campaign, fund, or source) it is verified upon entry. If you make an error and do not type a valid code, GiftMaker Pro will not allow you to process the information. To get a list of valid codes, use the Lookup command. This command can be executed by clicking on the Lookup/L toolbar button when it is active (it is only active when you are in a code field that is validated against a table), pressing Cmd/Ctrl L, or selecting the Lookup option from the Command menu. The Lookup command will display the appropriate table with the available codes and allow you to select a code directly from the table to be used. GiftMaker Pro 3 Tutorial - Introduction

12 Selection Lists, Lookup Function As you enter codes into the various code fields there are times when you don t know (or remember) what the available codes might be. When the cursor is in a code field and some text fields the Lookup/L toolbar button becomes enabled. By clicking on the Lookup/L button or pressing Cmd/Ctrl L, GiftMaker Pro will open a Selection List window of valid entries. The Lookup function becomes available when a code or text field has a matching table file. To assist you in entering a classification, the table selection list shows all the available codes. To show the classification selection list, use the Lookup function. The selection list will be built based upon the value in the entry field as you perform the lookup function. If there is nothing in the code field then the selection list will start from the beginning of the table. However, if there is a value of CAP in the field when you do the lookup, the selection list will begin with CAP and build from there down. The number of lines in a selection list is determined in your User Preferences in the Table Selection List Size field on the Processing pane. When selecting table entries from a selection list (classifications, membership, categories, campaigns...) or constituents from the Constituent Selection list, you can use the mouse or the keyboard. With the mouse, double click on the desired line to select it. To use the keyboard, move the selection bar (the line displayed in reverse image) by pressing the arrow keys up or down. When on the desired line, press the <Return> key to select the record. GiftMaker Pro 4 Tutorial - Introduction

13 Drop Down Menus Drop down menus are another method of selecting from a group of options. These buttons are identified by a turned down triangle. Click and hold the button to display a list of all the available options. Dragging the pointer to the desired option and releasing the mouse button selects the option and displays it in the button area. Drop down menus allow you to pick an option from a group by clicking the button and dragging to your selection. Window/Field Help information Help Windows You may display help information for any window or entry field. To show the help window for a field you must be in either add or update mode. Help for the window is available in view mode. When you press Cmd/Ctrl H, a window will appear with descriptive information about the window/field where the cursor is currently located. To close the help window click the close box. You can select help on any window or entry field. GiftMaker Pro 5 Tutorial - Introduction

14 Help Bar On the bottom portion of your screen you may display a Help Bar. Information in the help bar consists of brief descriptions of the window element or menu option that the mouse pointer is on/over. You may turn this help bar feature on /off through your User Preferences/Toolbar pane. The User Preferences window allows you to establish your toolbar and help bar preferences on the Toolbar pane. GiftMaker Pro 6 Tutorial - Introduction

15 Let's Get Started Make a copy of the Tutorial Data File 1) In your Campagne directory/folder, locate the Data Files folder. Make a copy of the Pro 82 Tutorial Data File and rename it to something unique to you, such as Marys 82 Tutorial Data. Put your name on it not your organization s name. Starting GiftMaker Pro 1) To start GiftMaker Pro: Macintosh Double click on the icon named GiftMaker Pro. Windows Go to the Start menu, select Programs, select Campagne, then choose GiftMaker Pro Note: Your program probably has a version number as part of the name such as GiftMaker Pro 83 or GMP_83. The first time you start the program, you will be prompted to select a data file. To review the program using this Tutorial Manual, select your copy of the tutorial data file that you just created. Select your copy of the Tutorial Data File. If you are connected to a data file other than your tutorial data file, select the Change Data File... button on the Sign On window and locate your copy of the Tutorial Data File in the Data Files subdirectory. This step starts GiftMaker Pro and displays a window of all active staff members in your Tutorial Data File. Adding names to the staff list is done GiftMaker Pro 7 Tutorial - Let s Get Started

16 through the option Staff Table/Report under the Data menu and will be addressed at a later point. To sign on to the tutorial, double click on the name, Demo User. 2) Double click on the Demo User line found on the sign on window. (You would normally double click on your own name.) 3) A password is required to access the Tutorial data file since the security option is activated. Type the following in lower case letters: raisemoney. Click on the OK button or press the <Enter> key. raisemoney is the password for the Tutorial data file. Should the Introduction Quick Tips window open, please review the contents and then close the window. The Dashboard is displayed. You are now ready to process any function within GiftMaker Pro. Setting User Preferences To start your tutorial correctly, let s check to make sure your user preferences are not set for a previous user. User preferences allow you to configure the system to work the way you do. You can define data entry default values for many fields in order to reduce the number of keystrokes, and therefore time, it takes to maintain your database. The User Preferences window also has other options to help control your flow of processing. GiftMaker Pro 8 Tutorial - Let s Get Started

17 1) Click the User Preferences button on the right side of the Dashboard and select the User preferences window option, or select User Preferences in the File menu, or press Cmd/Ctrl 7. 2) The User Preferences window contains eight (8) different panes each of which are displayed by clicking on the tabs on the right side of the window. Click the Detail pane to make it active. In the Classification Code field, enter the code VOL. Check that the information on the window looks the same as this diagram however, you may leave the date fields showing the current date. User Preferences allow each person to tailor data entry defaults for their own use. 3) Click the Processing tab. 4) Click the mouse anywhere in the Path Name field to the right of the word processing application (currently has Microsoft Word filled in). This field tells GiftMaker Pro which word processing program you use and the path to find it when you wish to go to word processing directly from GiftMaker Pro. 5) Click the Lookup icon. A dialog box appears asking you to select an import file. 6) Locate your word processing program and double click on it. Typically, it is located on your C: drive or Macintosh hard drive under Program files or Applications, then Microsoft Office, Office (or Office 10) and is usually called winword.exe or Microsoft Word. GiftMaker Pro 9 Tutorial - Let s Get Started

18 Use the Lookup function to find where your word processing program is located. Windows XP example Use the Lookup function to find where your word processing program is located. Macintosh example 7) The path name will be entered when you return to the Processing pane and will be unique to your computer. You can perform the same process for the spreadsheet program if you wish; however, we will not use it in this tutorial. All other fields on the various panes can remain as their defaults. The User Preferences Processing pane lets you set how GiftMaker Pro processes many of your requests. GiftMaker Pro 10 Tutorial - Let s Get Started

19 8) Once all the User Preferences default data is correct, click the Save button to save and close your User Preferences. 9) Again from the Dashboard, go to the User Preferences button and select the Skip person 2 option. The item will become checked. This Skip option implies that most entries during data entry will only have one person in the record, and will therefore skip over the second person fields when tabbing through the fields. It is merely used as a time saving device and can be turned on and off easily through this sub menu. The User Preferences submenu provides a quick way to make changes to the current user s processing options. 10) Do the same for Capitalize names and that item will become checked. GiftMaker Pro 11 Tutorial - Let s Get Started

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21 Data Entry - Basic Skills Adding New Constituent Information We will enter two new names and addresses to the database. Use these two names and addresses for the exercise. Exercise Script 1) Mr. Greg L. Smith 90 Main Street Boston, MA / ) Dr. Fred Connors Dr. Lisa Summers 123 Pine Circle New York, NY / Following are the steps required to add a new constituent. 1) From the Constituent pane of the Dashboard, select the Constituent Maintenance option or use Cmd/Ctrl M. This opens a Constituent window. 2) Click the Add/A button or press Cmd/Ctrl A. This puts the program into add mode for the Constituent window. Once in add mode on any window, you must select either save or cancel before choosing another option. 3) With the cursor in the Prefix field, type the value mr. and press the <Tab> key. Notice the field capitalized itself. (This is the Capitalize Names preference we just turned on. You can turn this preference on and off from the User Preferences sub menu from the Dashboard or File menu.) 4) The cursor is now in the First Name field. Type in the value greg, press <Tab>, type l in the MI field (middle initial). Middle initial is a one character forced upper case field and the period is not needed. Press <Tab> again. GiftMaker Pro 13 Tutorial - Data Entry Basics

22 5) In the Last Name field, type the value smith. Press <Tab> five (5) times. Since we turned on the Skip Person 2 option in the User Preferences submenu, we were able to skip over the Person 2 fields. If there is a second person, simply press the <Shift/Tab> key when in the Organization field to go back to the prefix field for Person 2. You could also use your mouse to click into the prefix field for Person 2. 6) The cursor is now in the Organization field. Since this constituent is an individual and not associated with an organization, press tab two (2) more times. 7) You should be in the Delivery Address field. Type 90 main street and press <Tab> once. 8) In the City field type boston and press <Tab>, type ma in the State field and press <Tab>. When the cursor is in the Zip Code field type and press <Tab>. The zip code is automatically converted to The cursor skips over the field Country since that is set in the User Preferences (in your User Preferences sub menu). 9) The value H already appears in the address Type field. This indicates this address is for Greg s home. This default value was set in your User Preferences. Like many of the data entry fields, you can pre set them with default values to reduce the amount of typing. Press <Tab>. 10) Type in the Main Telephone field. When you press <Tab> it is automatically formatted as 617/ The entry window as it appears after you save this new record. GiftMaker Pro 14 Tutorial - Data Entry Basics

23 11) Press the <Enter> key or click the Save button to save the information. If you didn t want to save the information, you would click the Cancel button. Since we need Greg later for other exercises, press the <Enter> key. Once the first record is entered you are ready to process the second record in the exercise. 1) Click the Add/A button or press Cmd/Ctrl A. This puts the program in add mode for the current window. 2) Type in the name information for Dr. Fred Connors and press <Tab> until you are in the Organization field. 3) Since your User Preference is set to skip the second person, the cursor skipped over the Person 2 fields. You can either use your mouse to click into the Prefix field for Person 2, or press the <Shift> and <Tab> key together to back track to the Person 2 Prefix field. (Usually when pressing the <Shift> and <Tab> key, you go back one field. This is a special case, and sends you back to the start of Person 2.) 4) In the name fields for person 2 enter the name Dr. Lisa Summers. Press <Tab> twice after the Last Name field. 6) The Both Name field can be filled in if you want letters, envelopes and mailing labels addressed other than one line for each name. The field is calculated as you tab from the Person 2 Last Name field. Since the last names are different here, it is calculated as Dr. Fred Connors and Dr. Lisa Summers. If you left this field blank, each name would be printed on a separate line on reports, labels and envelopes such as: Dr. Fred Connors Dr. Lisa Summers Leave the field as it defaulted and press <Tab> twice. 7) Enter the address and telephone information. 123 Pine Circle, New York NY / ) Press the <Enter> key or click the Save button to save the information. GiftMaker Pro 15 Tutorial - Data Entry Basics

24 Adding Additional Information In most cases, when adding constituents to the database, you need to enter more information than just what is allowed on the Constituent/Main window. This next exercise shows you how to open other windows to add more information. Use this script as the exercise to add additional information for a constituent. Exercise Script 1. Ms. Wendy Baker Campagne Associates 195 McGregor St. #410, Manchester, NH / (work) Solicitor: Carl Birth Date: 11/1/58 Occupation: Engineer Classification: Volunteer Notation: 9/15/03, Keyword Help Assisted at the refreshment stand for the golf tournament. Since Wendy is not already in our database, you must first add a new constituent. 1) If you are not already in Constituent Maintenance, select Constituent Maintenance or use Cmd/Ctrl M. 2) When on the Constituent window click the Add/A button or press Cmd/Ctrl A. This puts the program into add mode. 3) Change the Record Type to Organization since this new constituent is being entered as an employee of a company. Click the Organization radio button. A warning window appears suggesting the Address Type is changed to W, indicating this will be a work address. Click YES. 4) Enter the name information for Ms. Wendy Baker and press <Tab> until you are in the Organization field. 5) Type Campagne Associates (case sensitive, in this instance) in Organization and press <Tab>. 6) Since Campagne Associates has already been entered into this data file, the address and phone numbers are entered for you. 7) Click the Bio 1 tab or press Cmd/Ctrl 7. GiftMaker Pro 16 Tutorial - Data Entry Basics

25 This opens the Bio 1 pane for Wendy. You are still in add mode. You will see that the system has automatically entered salutations for Wendy. These defaults are set in System Preferences. We know Wendyʹs birth date and occupation, so we can enter them here. 8) Use your mouse or <Tab> key to move to the Birthday field and enter Press <Tab> five (5) times. GiftMaker Pro always inserts the slashes in date fields. It also automatically calculates the age based on the current system date. The age is recalculated each time this window is opened. 9) Enter Wendy s Occupation of Engineer. You can use the Lookup option to select from the Occupation selection list. The Constituent Bio 1 pane: 10) Click the Bio 2 tab or press Cmd/Ctrl I. This opens the Bio 2 pane. You are still in add mode. This is where solicitor assignments are entered. We know that Wendyʹs solicitor is Carl but we don t know Carl s initials, so we need to look them up. 11) From the Solicitor Assigned field, click on the Lookup/L button or press Cmd/Ctrl L to lookup Carl s initials. The Solicitor Table Selection appears. Double click on Carl P. Andrews. 12) Carl s initials and name now appear in the Solicitor Assigned field. The Constituent Bio 2 pane: GiftMaker Pro 17 Tutorial - Data Entry Basics

26 13) This is all the information we have to enter into the Constituent pages. Press the <Enter> key or click the Save button to save the information to disk. You are now in view mode. 14) Click the Classes/S button or press the Cmd/Ctrl S. This opens the Classifications window for Wendy Baker. 15) Click the Add/A button or press Cmd/Ctrl A to add a new classification for Wendy. 16) The Code field automatically gets filled in with VOL Volunteer since we set up that preference earlier in your User Preferences window. If you needed to change the code, you could just type over the entry or clear the code and use the Lookup function to select a different code. Volunteer is the correct entry for Wendy, so press the <Tab> key. 17) Today s date is already entered in the Entry Date field. Press <Tab>. 18) Press the <Enter> key or click the Save button to save the information. Once you add a classification record it is displayed on the bottom portion of the window. You can add as many classifications (affiliations) for a constituent as you need. The Classification entry for Wendy: (Your Entry Date may differ.) 20) Click the button Notations/K (musical note icon) or press the Cmd/Ctrl K. This opens the Notations window for Wendy Baker. 21) Click the Add/A button or press Cmd/Ctrl A. This allows you to add a new notation for the current constituent. GiftMaker Pro 18 Tutorial - Data Entry Basics

27 22) In the Action Date field, type and press <Tab>. 23) Type Help in the Keyword field then press <Tab>. 24) In the Date Completed field, type and press <Tab> twice. Solicitor is entered for you. 25) In the Notation field, type Assisted at the refreshment stand for the golf tournament. 26) Press the <Enter> key on the number pad or click the Save button to save the information. Be sure to use the <Enter> key on the number pad in this situation. Most of the times the <Return> and <Enter> keys operate the same way. However, in this text field, the <Return> key begins a new line as it would in a word processor. Once you enter a notation record, it is displayed on the bottom portion of the window. You can add as many notes for a constituent as you need. The Notation Information window for Wendy s notes. 27) Click the Constituent Information/M button or press Cmd/Ctrl M. This returns you to the Constituent window for Wendy Baker. You will see Wendy s Primary Classification (VOL) has been added to the display field at the bottom of the window. If you wanted to end the maintenance program you would click the Return to Main Menu/Dashboard button or press Cmd/Ctrl E. In this session, we opened many different windows and pages and added information to each one of them. Later, in more advanced exercises, you will use the Window Movement feature to automatically move between windows. GiftMaker Pro 19 Tutorial - Data Entry Basics

28 Finding Constituents This section discusses three of the four (4) methods to locate records within your database. The fourth method, user defined retrieval, is reviewed in the advanced chapters of this tutorial. Find record function Next/Back record function Constituent Selection List User Defined Retrieval, copy Display List to Constituent Selection List Find record function You can immediately locate and display a record by finding it through the Find function. While on the Constituent window you can use the Find function to locate records by any of the fields below. If the Membership module is enabled, you can even locate records based on Member ID. The Find function can use any of these fields to find records. To change the Find by: field click and drag on the drop down menu. GiftMaker Pro finds the first record that matches the criteria entered. For example, if you were to enter the value smi into the Last Name field it would find the first person that has a last name starting with Smi. When doing a Name, Person 1 find, it is also possible to use the first name as a qualifier. For example if you try to GiftMaker Pro 20 Tutorial - Data Entry Basics

29 find smith it will find the record for Alan Smith. However, if you find with the First Name as j and the Last Name as smith the program would display the record for Jason Smith. Find this record in the database. Exercise Script Follow these steps to find a record. 1. Find the Constituent record for: Dr. Fred Connors Dr. Lisa Summers 123 Pine Circle New York, NY ) If you are not already in the Constituent Maintenance program select the Constituent Maintenance option or press Cmd/Ctrl M. Notice the Find by: field in the upper right side of the Constituent window. This sets the field to be used during the find operation. For this example be sure it s set to Name, Person 1. If necessary, click and select Name, Person 1 from the drop down menu. 2) When on the Constituent window, click the Find/F button or press Cmd/Ctrl F. This puts the program into Find mode. 3) The cursor will be placed on an empty window, with the text entry point in the First Name field. Press <Tab> to go into the Last Name field. 4) Type in the value con. When performing a find by Name, Person1, upper or lower case entry does not matter. The program interprets the find for a name as all upper case. 5) Press <Enter> or click the Find button and GiftMaker Pro will find and display the appropriate record. If the record doesn t exist it will display the next record alphabetically. Next/Back record function It is important to remember that a Find only finds the first occurrence or the one closest to (after) the requested value. By using the Next and Back function you can locate records around the found record. While you are in a Constituent/Main, Bio 1, Bio 2, or Custom page, you can use the Next or Back functions. These two functions will find the next or previous record from the one currently shown. The next or previous record is dependent on which field is the current Find by: field. Example 1: If the Find by: field is set at Name, Person 1 and you use the Next function, it will find the records Allen, Andrews, then Baker, and so forth. GiftMaker Pro 21 Tutorial - Data Entry Basics

30 Example 2: If the Find by: field is set at Organization and you use the Next function, it will find the records American Airlines, then Big Guys Unlimited, then Campagne Associates, and so forth. Example 3: If the Find by: field is set at the User Defined field labeled Education and you use the Next function, it will find the records Acme University, then American Intl College, then American University, etc. Constituent Selection List The Constituent Selection List window displays a list of constituents in alphabetical (or numeric) order, depending on your search field. This selection window displays a group of records from which you can then choose. 1) If you are not already in the Constituent Maintenance program, select the Constituent Maintenance option or Cmd/Ctrl M. 2) Click the Selection List/L toolbar button, press Cmd/Ctrl L or click on the Build List button. This opens the Constituent Selection List window. 3) Select Name, person 1 from the Build list by drop down list and enter the value con into the field Last Name. Press <Enter> or the Process button. The program will build a constituent list of records starting from the value entered. 4) To select a record, double click on the line and the Constituent window appears with the record displayed. By single clicking the line and then choosing another window key combination, that window will appear for the record selected. There are multiple searching options by which to build the Selection List. You can also search on certain fields by using the contains option. Say, for example you know an organization name contains camp but you re not sure of the spelling. Select Organization in the Build list by drop down list, enter camp into the Organization field and click the Contains button. All organizations with the letter combination of camp somewhere in the name will be displayed. For further information on the Constituent Selection List, refer to the GiftMaker Pro Reference Manual under the discussion of the Constituent Selection Window. GiftMaker Pro 22 Tutorial - Data Entry Basics

31 Gift Processing Once gifts (donations and pledges) are entered into the database they can be processed for reports and thank you letters. Donations are processed separately from pledges. Pledge payments, remember, are processed with donations. The Donations Received Report works as your cash received report. The cycle for processing gifts, either donations or pledges. Enter Gifts Post Gifts Report New Gifts Thank Donors There are two Gift Posting methods that can be used for processing gifts: Immediate and Batch. The Gift Posting method is set in System Preferences under the File menu. When processing in Immediate mode, gifts are entered through the Constituent Maintenance window. They are posted to the constituent and the Campaign and Fund Summaries immediately upon saving the gift entry. When processing in Batch mode, gifts are entered through the Batch Gift Processing window. Once entered, they are flagged for posting at a later time. Batch mode is recommended when there are many gifts to enter and you do not want to wait for the posting to take place with each record. GiftMaker Pro 23 Tutorial - Gift Processing

32 Gift Entry from Constituent Maintenance Pledge Entry and Payment on a Pledge Use this exercise script to practice entering gifts directly from a constituent s record. Exercise Script Follow these steps to process the gift: 1. Enter the following gift: Dr. Fred Connors Dr. Lisa Summers Pledge of $ on 9/1/03 from both. Initial payment of $100; they will pay the remaining in $100 increments each quarter. Capital Campaign, Unrestricted Fund, Fall Mail Solicitation 1) From the Dashboard, click on the Constituent tab and click Constituent Maintenance, or select the option from the Data menu. 2) From the Constituent window, make sure the Find by option is set to Name, person 1 then click the Find button. 3) Enter f in the First name field and tab to the Last name field to enter con then press <Enter>. This should pull up Dr. Fred Connors record. 4) Click the Pledge Entry button or Ctrl/Cmd P to open the Gift Entry Pledge window. 5) The type of gift (L Pledge) and Donor Rec# fields will be entered for you. Since the gift was received from both Person 1 and Person 2, you can keep the From Person field as 3. This information shows which person on the constituent record pledged the gift: Person 1, Person 2 or both. A three (3) indicates that the gift is from both people. Press <Tab> to the Amount field. 6) In the Amount field enter the value 500 and press < Tab >. Notice it will change to (with two decimal positions). If you have a value with cents, then you must type the decimal point. 7) Type ʹ090103ʹ in the Date field and press <Tab> four times. As with all date fields, the program automatically inserts the slashes for you. It will also default to the current day, month and year. For example, if you were doing this example within March of 2004, you would only need to type in the number 1 and press < Tab > and it would complete the 03/01/2004 date. 8) Defaults have been entered into the Campaign, Fund and Source Fields. You need to change the code from Annual Appeal to Capital Campaign. Since we donʹt know the code value, we can use the Lookup function. Hit your keyboard s backspace or delete button to clear the ANUL code. Click the Lookup button (magnifying glass icon) or press Cmd/Ctrl L to display a selection list of possible codes. From the selection list, double click anywhere GiftMaker Pro 24 Tutorial - Gift Processing

33 on the CAPITL line. The window will close and the value will be inserted in the Campaign field for you. Press <Tab>. The lookup function allows you to select the proper value for many fields. 9 ) The Fund and Source codes defaulted to the appropriate entry so we can leave those as UN RES and DMFALL. (The default values entered have been pre set in the User Preferences window to reduce the amount of typing needed when processing a new gift transaction.) Now we move to the Payment Schedule section of the window and enter information about the first payment received with this pledge. 10) Move the cursor to the Today s Amt (1st Payment Amount) field by tabbing through the fields or using the mouse to go there directly. Enter 100. This represents the initial payment amount for the pledge. Press <Tab>. 11) We know they are expected to pay the remaining balance of $400 in $100 increments, so change the Next Amount field to $100. Press <Tab>. 12) Related to the scheduled payment amount is the frequency of the expected payments. In the Frequency field, enter a Q for quarterly to indicate that $ will be paid in 3 months. The Next Date calculates to 3 months from the pledge date, and the number of payments (Exptd Pays) change to reflect the total number of payments less today s payment which will show in the Recvd Pays field. GiftMaker Pro 25 Tutorial - Gift Processing

34 The Gift Entry- Pledge window as it appears before you save the information: 14) Before this pledge can be saved, details on the pledge payment must be entered on the Pledge Pay pane. Click on the Pledge Pay tab to proceed. 15) Move to the Pay Type field which represents the method of payment. In this case it should be a K for check. You may also use the drop down list to select the Pay Type. Press <Tab>. 16) Enter a Check# (check number) and Chk Date (check date) if you so wish. 17) Press the <Enter> key or click the Save button to save this gift to the database. You will be returned to the Constituent window. Note: This type of gift entry (a pledge with an initial payment) has created both a pledge and a donation for the constituent. The Related Information buttons have changed; the Pledges and Donations buttons are now red and bold indicating information has been entered on these sub windows for this constituent. 18) Close the window to return to the Dashboard. GiftMaker Pro 26 Tutorial - Gift Processing

35 Gift Entry using the Batch Gift Processing Method Gift Batch Entry is designed to help speed up the processing of gifts by eliminating the use of the Constituent window. As you enter gifts both pledges and donations in the Batch Gift window, they are added to a list at the bottom of the Batch Gift Processing window and flagged to be posted at a later time. Donation Entry This exercise, to add donations, builds on the lesson in the previous examples. We will see how to add a regular donation and also a payment to an existing pledge. Use this exercise script to practice entering gifts via the Batch Gift Processing window. Exercise Script 1. Ms. Wendy Baker Donation of $50.00 on 10/1/03; paid by personal check Annual Appeal, Unrestricted Fund, Fall Mail Solicitation 2. Mr. Carl Andrews Check of $1,125 on 10/1/04 Check #501 Capital campaign, Endowment fund, Second reminder letter Following are the steps to add Wendy s donation from the Batch Gift Processing window. 1) From the Dashboard, click on the Gift tab and click Batch Gift Processing, or select the option from the Data menu. Since there are unposted gifts already entered into the program, a warning message will appear. Select Yes. It s okay to load any unposted gifts. 2) The Batch Gift Processing window will open with a list of 39 previously entered gifts. (Notice our earlier pledge and pledge payment from Drs Connors and Summers within the list.) Select the Add button or Ctrl/Cmd A to open the Gift Entry window. 3) Select the type of gift from the Gift Type drop down list (D Donation). 4) Tab to the Donor Rec# field and click the Lookup button or Ctrl/Cmd L. The Build list by field should be set to Name, Person 1. Locate Wendy Baker from the Selection List and double click on her name. 5) Press <Tab> twice to proceed to the From Person field. Since this donation is from Wendy and not her associated company, change the From Person field GiftMaker Pro 27 Tutorial - Gift Processing

36 to 1 Ms. Wendy Baker by either typing 1 or selecting it from the drop down list. 6) Press <Tab> to move to the Amount field. Enter 50 for the donation amount and for the date. Press <Tab> after each field. The current fiscal year is filled in for you. <Tab> to the Campaign field. 7) The codes are pre entered for Annual Appeal, Unrestricted Fund and Fall Mail Solicitation in the Campaign, Fund, and Source fields, respectively. As with all code fields, you may use the Lookup/L function to make changes. 8) Tab to the Pay Type field and select K for a payment type of a check. 9) Enter a check number and check date if desired. 10) In the Thank You Letter section of the window, add the Thanksml.doc in the Document field. 11) Press the <Enter> key or click the Save button to add the donation record to the database. Following are the steps to add Carl s donation from the Batch Gift Processing window. Many times when you receive checks you are not sure if it is a regular donation or a payment to an outstanding pledge. GiftMaker Pro assists you in determining what to do with a check. 1) You should already be in Add mode on a Gift Entry window. Select D Donation in the Gift Type field. At this point you have a check in your hand, and for all you know this is just another donation. GiftMaker Pro 28 Tutorial - Gift Processing

37 2) Use the Lookup function to locate and select the record for Carl Andrews. A Pledge payment selection window appears advising you that Carl has an open pledge. When processing a donation, the program always checks for open pledges. 3) You have the option to apply this check to an open pledge or enter it as a separate gift. Since we know the campaign and fund for this check are the same for the open pledge, we will apply the gift to the pledge. Double click on the pledge line or highlight it and click the Select pledge to pay button. 4) You are returned to the Gift Entry window and the program automatically relocates to the Pledge Pay pane. Many of the fields are already filled in. This information comes from the originating pledge record. 5) The pledge payment that was expected is the same amount as the check received: $1,125.00, so there s no need to change the amount. Tab to the Date field and type ) Tab to the Source field to enter the code for the Second Reminder Letter. Since the Personal solicitation code is entered as a default, you will need to delete the PERSON code and press Cmd/Ctrl L to lookup the Second Reminder code (REM2). 7) Go to Pay Type and ensure pay type is K for check. Tab to Check# field and enter ) Enter the Ppthank.doc into the Thank You Letter Document field or use the Lookup function. GiftMaker Pro 29 Tutorial - Gift Processing

38 The pledge payment window does not need to have the campaign and fund codes entered since the payment is posted to the original pledge. 9) Press the <Enter> key or click the Save button to save this payment record. 10) Since the program remains in Add mode, click the Cancel button to return to the Batch Gift Processing window. Close the Batch Gift Processing window to return to the Dashboard. Once gifts (donations, pledges and pledge payments) are entered, they need to be processed for reports and thank you letters. Donations are processed separately from pledges. Pledge payments are processed with donations, as they are monies received. Donation and Pledge Received Reports and Donation and Pledge Thank Yous can be processed from the Batch Gift window, from your Dashboard or from the Retrieval menu. Donation and Pledge Received Reports Gift Received Reports are used to audit the gifts entered into the database. There are two reports one for donations and pledge payments, and another for pledges. The donation report functions as your cash received report. Exercise Script 1) Print reports of the gifts entered. Follow these steps to create the Received Reports. 1) Select Donation Received Report from the Dashboard or from the Retrieval menu. GiftMaker Pro 30 Tutorial - Gift Processing

39 2) Let s process all donations and we will use the default sort and sub total of donation date. 3) Under Output Formats, click on the Display Report option to view the report on your screen. 4 ) Click on the Report Parameters button to adjust the display/print options. In our example, check to print/display gift date, time & staff information, address information and space between records. You are also able to change the title of the report if you wish. Click the OK/Enter button or press the <Enter> key. The Report Parameters window allows you to indicate how much information is output on a printed or displayed report. 5) Click the Output Report/Enter button on the Donation Received Report window to process the report. 6) Since there were gifts previously entered into the program, the list is longer than the three gifts we previously entered. You always want to check that the gifts entries are correct. This step is critical to verify the accuracy of the contributions entered. If there are mistakes, you can update the gifts. To update, go to Constituent Maintenance and locate the constituent. Click on the Donation History GiftMaker Pro 31 Tutorial - Gift Processing

40 button. On the Donation History List, double click on the appropriate gift. Select Update and make the necessary change(s) then Save. Return to step (1) to reprocess the report. 7) You can print a copy of the report by clicking on the P icon at the top right of the display report. Select Print Report from the list that appears. 8) Close the Screen Report to return to the Donations Received Report window. 9) Click on the Post/Clear Report Code button at the bottom of the window and click Yes to confirm. These donations must be cleared so they do not appear with the next group of donations you enter. Repeat this process for the Pledge Received Report option. Now all donations and pledges have been posted and cleared. Donation and Pledge Thank Yous Once you have your report of donations and pledges, you will need to create donation and pledge export data files to merge with your word processing letters. GiftMaker Pro creates a file which is merged with a word processing form letter for personalized acknowledg-ment Perform this exercise for thank you letters. Exercise Script 1) Print thank you letters and envelopes for the donations and pledges. GiftMaker Pro 32 Tutorial - Gift Processing

41 Create the Export Data File(s) Follow these steps to create the donation and pledge export data files: 1) From the Retrieval menu select the Donation thank yous option. 2) Select the Export File checkbox to create an export data file. Select the Export Parameters button to open the Export File Parameters window. You may adjust the export options, but it is recommended you leave the options as the defaults (see below diagram for proper defaults). Click the OK button or press the <Enter> key. The export parameters window allows you to select the file name and other format options. GiftMaker Pro 33 Tutorial - Gift Processing

42 3) Select the Envelopes checkbox and the Envelope Parameters window will open. If necessary, change the margins to print the envelopes on your printer, then click on OK. The Envelope Parameters window is where you indicate the placement for the name and address block on your envelopes. 4) Press the Process/Enter button on the Donations Thank Yous window to process the export file. The export file will be created and envelopes will be printed. 5) In the Print Setup window that appears, click OK to print the envelopes or click Cancel if you do not want the envelopes to print at this time. 6) From the Retrieval menu select the Pledge Thank Yous option. Follow the same steps to create a Pledge Thanks Data (or PTYDATA.DOC) file. These processes will create two exported text files. The default names of the files are: Data Type Export File Names Donations Donation Thanks Data DTYDATA.DOC Pledges Pledge Thanks Data PTYDATA.DOC ***The export files are placed in the same directory/folder as the GiftMaker Pro program.*** Merge the Thank You Letters Thank You letters are generated from your word processing application using exported data from GiftMaker Pro. An export file is created from GiftMaker Pro and merged with a form letter in your word processing program. In this Tutorial we will use the word processing application, Microsoft Word (version 98). Even if you are using a different word processing application, read through this example since many word processing applications are very similar. The shell form letter we will use is provided with GiftMaker Pro. This letter is intended for your use once you modify its body section. GiftMaker Pro 34 Tutorial - Gift Processing

43 1) Start/Open your word processing program. If you set up your user preferences in the beginning of this tutorial, you may select it from the Launch Application option under the File menu. 2) In your word processor, select Open from the File menu. 3) Open the document Donation Thanks Letter or DTYMERGE.DOC in the Campagne\WordMerg folder. You will need to connect your export file to the main document. Select the Find Data Source... button or press the <Enter> key. 4) Find the Donation Thanks Data or DTYData.DOC export file located in the same folder/directory as your GiftMaker Pro program. If you do not see your export file in the list, be sure Files of Type is showing All Files. The merge letter, as supplied by Campagne, obviously needs to be edited with your own text to reflect your organization s needs. If your screen does not look similar (i.e.,field codes do not appear), you may need to turn on the field code option (Alt-F9 in Microsoft Word for Windows). 5) When ready to create the merged thank you letters, select the Mail Merge option in the Tools menu. 6) The Mail Merge Helper dialog box appears. Option 3 allows you to Merge the Data with the Document. Click the Merge button. GiftMaker Pro 35 Tutorial - Gift Processing

44 7) The Merge screen will prompt you to merge the entire export file or just a portion of it. For our exercise, we will do the entire file and display the resulting merged documents on screen. When processing the merge function, you can either print the merged letters or create a document of the merged letters. Merging to New Document is recommended. 8) You will receive a prompt to enter a date. The date you type in will appear on the thank you letters. Enter the date as it is to appear on the letter. For example, if you type in 01/01/04 it will appear that way and will not be converted to January 1, The date entry field must be typed exactly as you want it to appear. Click the OK button. 9) Once the letters are merged you may make changes to individual letters and/or add special comments to certain ones. 10) To print the letters, select the option Print... from the File menu. 11) When the Donation Thank You letters are done, you can choose Close under the File menu to exit from the Donation Thanks Letter. 12) To do the Pledge Thank You letters, follow the same procedures as with the Donation Thank You export file. (See step 3.) 13) Scroll through to check the Pledge Thanks Letter, and edit as necessary. 14) When the document is ready, select the option Print... from the File menu in order to print your Pledge Thanks Letter. 15) When the Pledge Thank You letters are done, you can choose Close under the File menu to exit from the Pledge Thanks Letter. 16) Once all your gifts have been entered, reported and thanked, you are ready to clear the Send Thank You Code on the gifts. This is the last step in processing the gifts. This process will clear the Send Thank You code on the gifts so they GiftMaker Pro 36 Tutorial - Gift Processing

45 will not be included in the next Thank You export process. It will also enter a Date Sent on the gift records. Pledge Reminders a) Select Donation Thank Yous again from the Dashboard or Retrieval menu. b) Check that the Thank You Date is set to the date you want to appear on the gift records. c) Click on the Clear Send Thank You code button. d) At the confirmation message, click Yes. The process will clear the codes and place the date on the gifts. e) Repeat the above steps for Pledge Thank Yous. You are now ready to begin your next session of donation and pledge entry. The Pledge Reminder option selects open pledges which are marked to receive reminder notices and allows you to output them. In addition to the basic reporting options, you can also create an export file to be merged with a word processing form letter. GiftMaker Pro provides you with two shell documents for pledge reminders. One shell document uses a letter format and the other uses a form layout. The four steps in processing pledge reminders are: 1. Select the pledges to receive reminders. 2. Output selected pledge records. 3. Merge export file with word processing form letter. 4. Update selected pledges to indicate reminders were sent. Process the pledge reminder exercise. Exercise Script 1) Select pledges from the Capital Campaign for reminders. Print a report for all donors receiving reminders and print reminder letters. Follow these steps to create pledge reminders: 1) Select the option Pledge Reminders from the Dashboard or Retrieval menu. This opens the Pledge Reminder Processing window. 2) Enter the code for the Capital Campaign. If you do not remember the code, open the lookup selection list by pressing Cmd/Ctrl L. Once the lookup list is open, double click on the Capital Campaign line to select it. Press the <Tab> key twice. GiftMaker Pro 37 Tutorial - Gift Processing

46 3) Enter the date range to select pledges for reminders (08/01/03 10/31/03, for this example). Other than by campaign code, pledges are selected if they are open (unpaid), they have the box Send Reminders? checked (marked as yes), and their next expected payment date is on or between the reminder process dates. Pledge Reminder Processing lets you search the open pledges and output them for merging with word processing form letters. 4) Click the Print Report check box. Notice the report is designed to be printed in the wide format (landscape/sideways orientation). 5) Click the Report Parameters button to open the Report Parameters window. Here you can indicate what information you want on the report. In this example, select to put an address line along with the pledge information on the report. You can also change the default report title if you so desire. 6) Press <Enter> or click the OK button to complete this window. 7) Click the Envelopes check box. You do need envelopes for those letters, right? The Envelope Parameters window will open automatically. If not, click the Envelope Parameters button. This window allows you set the positioning of the name and address on the envelope. 8) Type in 1.5 for Top Margin and 3.5 for Left Margin if you are printing to a Laser Writer or 2 and 4 if you re not. 9) Press <Enter> or click the OK/Enter button to complete this window. 10) Click the Export File check box. 11) Click the Export Parameters button to display the Export File Parameters window. Make sure the date is formatted for the long version (April 1, 2004). 12) Press <Enter> or click the OK/Enter button to complete this window. GiftMaker Pro 38 Tutorial - Gift Processing

47 13) The reminders will be printed in zip code, then name order. You can change the order by clicking on the sort level check boxes. For this example we will leave it in the default sorting order. 14) Press <Enter> or click the Process/Enter button to process the pledges for reminders. 15) You will be prompted with a Page Setup/Job Setup dialog box. Remember to have the page orientation set to Landscape (sideways) since the report uses the wide format. 16) Once the report prints, you will be prompted with a Page Setup/Job Setup dialog box for the envelopes. Again, you want the page to print sideways. If you do not have an envelope tray, be sure to use the manual feed option. 17) After the envelopes print, the program will create an export file with the name Reminder Data or REMDATA.DOC. It will be placed in the same folder/directory as your GiftMaker Pro application. 18) Click the button Update/Clear Records button. Once you have generated the desired reminders, this will update the selected pledges to indicate the last date reminders were created and keep a running total of the number of reminders sent. In addition to updating the pledge records, this option also clears the pledges selected and ends the Pledge Reminder program. Processing this function also updates the campaign(s) with the date reminders were last processed. 19) You will need to create the actual reminder letters using the word processing merge function. This is the same process as we previously performed for gift thank you letters. However this time you will use the shell letter Pledge Reminder Letter or Pledge Reminder Form for Macintosh. For Windows, the file names are: REMMERGE.DOC or REMNDFRM.DOC. GiftMaker Pro 39 Tutorial - Gift Processing

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49 Additional Topics Fun with Data Now that we have learned how to get information into the database, let s try some new tricks. The Quick Letter This feature is very useful when you need to create a quick letter for someone. It allows you to copy one selected record (name & address) and paste it in to a word processing document. This is a particular favorite. Use this exercise to learn the quick copy feature. Exercise Script 1) Write a letter to Greg Smith. Follow these steps to find Greg and write a letter to him. 1) If you are not already in the Constituent Maintenance program select Constituent Maintenance option or Cmd/Ctrl M. 2) When on the Constituent window click the Find button or press Cmd/Ctrl F. This puts the program in find mode. 3) In the Last Name field, enter the value smith and press <Enter>. This will display his constituent record. 4) Press Cmd/Ctrl C or select Mailing Information/Copy Constituent Information from the Command menu or click Copy Master Info (clipboard icon) on the toolbar. This confirmation will appear. 5) When the confirming message appears press <Enter> or click OK. 6) Press Cmd/Ctrl+Shift+ A or select Word Processing from the Launch Application sub menu in the File menu. GiftMaker Pro 41 Tutorial - Additional Topics

50 Now you are in your word processing program which we set up earlier under User Preferences. 7) If you do not have a new blank document, select the option New from the File menu. 8) Press Cmd/Ctrl V or select Paste from the Edit menu. 9) When Greg s name and address is pasted, all three of his salutations are included. Remove the two salutations you do not want to use. Once you copy a record to the clipboard you can easily open your word processor and Paste into a document. This makes it easy to write individual letters. 10) Type the body of a letter to Greg. 11) Select Print from the File menu. 12) Return back to your GiftMaker Pro program. Also under the Command /Mailing Information menu are options to Print 1 Envelope or Print 1 Mailing Label. Select person to address: Person 1, Person 2 or Both People. Print a Complete Profile A profile is a report which includes all the information from a selected constituent. You are able to select portions of the detail information to be included in the report. The report can be either printed or displayed. Use this exercise to learn the profile feature. Exercise Script 1) Print a Profile for Wendy Baker. Follow these steps to find Wendy and print a profile. 1) If you are not already in the Constituent Maintenance program select Constituent Maintenance option or Cmd/Ctrl M. 2) From the Constituent Main page, click the Find/F button or press Cmd/Ctrl F. This puts the program in find mode. GiftMaker Pro 42 Tutorial - Additional Topics

51 3) In the Last Name field enter the value baker and press <Enter>. This will display her constituent record. 4) Press Cmd/Ctrl Y or select Profile Output from the Command menu or click Profile on the toolbar. 5) This opens the Profile Format Parameters window which lets you select the detail information you want to include or exclude from the report. Clicking the button Select All or Deselect All will check or uncheck all the information types. Press the Select All button to select all of the information available for Wendy. 6) Set the output destination set to Display profile. Use this window to select options for Profile Output processing Note that your Select Information list may look different, depending on which Campagne modules are installed 7) Click the OK button or press the <Enter> key to process the information and display the profile. GiftMaker Pro 43 Tutorial - Additional Topics

52 Gift Inquiry GiftMaker Pro has the ability to display all the past gifts entered for a donor. It can show all the detail donations, detail pledges as well as a summary of all their contributions. Use this exercise to learn the gift inquiry feature. Exercise Script 1) Inquire into donations made by Sally Evergreen. Follow these steps to find Sally and check her past gifts. 1) If you are not already in the Constituent Maintenance program select Constituent Maintenance option or Cmd/Ctrl M. 2) When on the Constituent window click the Find/F button or press Cmd/Ctrl F. This puts the program into find mode. 3) In the Last Name field enter the value evergreen and press <Enter>. This will display Sally s constituent record. 4) Click the Donation History/1 (icon is a $ sign over a ledger page) button on the toolbar, press Cmd/Ctrl 1 or select Donation History from the Window menu. 5) This opens the Donation History List window which displays a list of Sally s donations and pledge payments. This window displays a list of all donations made by a donor. Double clicking on a donation line displays the entire donation record. Notice the list is sorted (sequenced) in descending date order. Also notice that the heading for the Date column is shown as Date<1. This indicates this field is used as the first sort level in descending sequence. 6) Click on the Date column heading twice to remove the sort level. Notice the list is sorted in ascending order by donation amount. 7) Hold the <Shift> key and click the Amount column again. The list is now sorted in descending order by donation amount. GiftMaker Pro 44 Tutorial - Additional Topics

53 8) With the Donation History List showing, double click on any one of the donations or pledge payments on the list. This opens the Gift Entry window showing you the selected gift in detail. The Gift Entry window shows the complete information on a gift record. 9) Once you have reviewed the gift record you can close the window by clicking the window s close box, pressing Cmd/Ctrl W or selecting Close Window from the Command menu. 10) Now let s check out Sally s gift summary information. Click the Gift Summary Information button from the button palette or press Cmd/Ctrl G or select Gift Summary from the Window menu. 11) This opens the Gift Summary window. The lower portion of the window displays summary information for each campaign that the current donor has contributed to. The upper portion displays the grand total for all contributions/campaigns. The Gift Summary window will expand to fit the width of your screen unless you have resized it. You can scroll horizontally to view the history summary of contributions. Summary information is stored for the current fiscal year along with the previous five (5) fiscal years. The Total Gifts line is calculated as the total donations (not including pledge payments) plus total pledges. The Gift Summary window displays a summary of all the contributions a person or organization has made. GiftMaker Pro 45 Tutorial - Additional Topics

54 Linking Contacts in an Organization Within GiftMaker Pro you have the ability to link together multiple constituents (contacts) associated with an organization. With this feature, when you change the address of the organization, the program automatically changes it for all associated constituents. When you enter an Organization record (record type O ) for the first time, it creates an organization record. As you add more contacts for the same organization, they automatically share the same address information. We saw this earlier when we entered Wendy Baker s record and typed in her organization name as Campagne Associates. Now we want to view all contacts for that organization. Use this exercise to view contacts of an organization. Exercise Script 1) Display contacts in the database for Campagne Associates. 1) Locate the Constituent window for Wendy Baker, and click the Organization Information/O button or press Cmd/Ctrl O. This opens the Organization Information window. The Organization Information window holds the main address data for a company or foundation. 2) Click the Organization contacts button. This opens the window Other Contacts for Campagne Associates. This window will display a list of all the other constituents (contacts) in the database for the current organization. GiftMaker Pro 46 Tutorial - Additional Topics

55 3) Double click on the line for Ray Preston. GiftMaker Pro will automatically switch the current record from Wendy to Ray. Memorial/Honor Contributions The concept of Memorial gifts also applies to contributions made in honor of, in tribute to, or in appreciation of. Actually you may define as many forms of these gift types as are applicable to your organization (Edit Code table maintenance, memorial/honor code). For the purpose of this discussion and example, we will review a memorial donation. You may process memorial/honor information from either donation or pledge entries. A memorial gift contains more information than a typical contribution. You need to name the person who the gift is being made in memory of. If needed, you may indicate up to two people (or families) to send notifications to. Use this exercise to learn how to enter a memorial donation and create a notification. Exercise Script The first step is to add the donation: 1) Enter a $100 donation from Ray Preston made in honor of Michelle Dixon and notify her sister, Sally Evergreen of the gift. 1) If you re not still in Constituent Maintenance, select the option from your Dashboard and locate Ray Preston s record. Select Donation Entry or press Cmd/Ctrl D to open the Gift Entry window. 2) Type a D for the Gift Type field indicating this is a donation. 3) Tab to the From Person field and type 1 to indicate the donation is from Ray. 4) Tab to the Amount field and enter the value 100 and press <Tab>. 5) The default date can remain. 6) Type in codes for the Campaign, Fund and Source fields. If you know the codes you may type them and press <Tab>. To display a list of possible codes use the Lookup feature. Possible codes could be ANUL (annual appeal campaign), UN RES (unrestricted fund) and UN (unsolicited source). 7) Select the Memorial tab to open the Memorial pane. 8) In the Type field enter an M for memorial gift. Press <Tab> twice. 9) In the Last Name field, press Cmd/Ctrl L to perform a Memorial Name lookup. Double click on Michelle Dixon s name. This is the person for whom the gift is made in memory of. GiftMaker Pro 47 Tutorial - Additional Topics

56 The program will return to the memorial window with her Notification information entered (with her sister s record number and name). 10) Click on the Send Notification box to check it (if not already checked). The notification person MUST be in the database before you begin this process (that s where the address information is stored). The Memorial/Honor window is where you indicate who a gift was made in memory of and who should be notified. 11) Press the <Enter> key to process and save the donation record and the memorial information. You will be returned to the Constituent window. 12) Close the Constituent window and return to the Dashboard. The second step is to process the notification: Notifications are normally processed with the batch of gifts entered in a normal day or week of processing. There are two output formats for memorial notifications. The first is a report showing the names of the donors for each memorial/honor, grouped by notification person/family. Each notification has its own page of donors so this report can be sent directly to them. The second type of output creates an export file that can be used in word processing mail merges to send personalized letters to the notification person/family. This letter, combined with the notification report, provides complete information about who has given to the memorial/honor fund. In addition to the export file, you have the ability to create envelopes and/or mailing labels. 1) From Retrieval menu, select the Memorial/Honor Notifications option. This opens the processing window. GiftMaker Pro 48 Tutorial - Additional Topics

57 2) Accept the defaults of Print Report, Export File and Envelopes. Memorial/Honor notifications list donors by notification person/family. You can select to include the gift amount and date. 3) Click the Envelope Parameters button. In the Envelope Parameters window set the margin offset to those required by your envelopes (if you re not sure of your margins try 2 for the top and 4 for the left margin). Press <Enter> to close the window. 4) Press the Process/Enter key to process the Memorial donations and output the proper formats. Since there were previous records entered into this data file, multiple donations show up on the Gift Notification report. The Memorial Notification Report lets the memorial families know who donated. GiftMaker Pro 49 Tutorial - Additional Topics

58 5) Once the reports and envelopes are printed (remember to set the envelope page setup to print wide) the program will create an export file named Notifications or MEM_NOTF.DOC. The body of the letter cannot contain detailed information about the gifts received (that s the purpose of the report) since there may be many gifts for each person receiving a notification. You can use the standard retrieval shell letter to create your letters. 9) Once the letter is created and mailed, you should clear the memorial gifts. Click the Post/Clear Notifications button to clear the memorial/honor donations from the next batch. GiftMaker Pro 50 Tutorial - Additional Topics

59 Retrieval Reports - Basics Retrievals are used in GiftMaker Pro to pull (retrieve) information from your database. The main program used to extract data is the User Defined Retrieval in the Retrieval menu. Although many people refer to this as a report generator, it actually extends far past reports. Printing reports is just one of the many types of output that can be generated. You also have the ability to print mailing labels, envelopes, export data for mail merges or spreadsheet analysis, and much more. The retrieval process has three distinct components: Searching/Selecting Sorting Output The three components are independent of each other. You may search for donations greater than a certain amount but sort the information by donor name. Search/selection is the process of finding information in your database which meet the criteria you indicate. Sorting is how you desire the output to be sequenced (by name, by zip code, by amount...). Output is the formatting of the end results, such as reports, labels, envelopes, etc. This chapter will introduce you to the basics of creating a user defined retrieval. Reporting a Classification Group Use this exercise to process a User Defined Retrieval. Exercise Script 1) Display a report of your Volunteers and sort the output by name. 1) From the Dashboard, select the New Retrieval option or Cmd/Ctrl 6. The User defined data selection window will open. It will take a couple of moments to prepare for a new retrieval. 2) In the Select search field list area, double click on the Classification... line. This expands the selection list to show all the classification fields. 3) Double click on Classification Code. 4) In the Select function list, double click on the line Equal To. GiftMaker Pro 51 Tutorial - Retrieval Basics

60 5) Type VOL in the Enter Compare Value field. This is the code you are searching for. When you don t remember a code, you can use the lookup function. 6) Click the Update Line button to complete and enter the search line. You have now defined how you want the program to search the database and what records to select. The User Defined Data Selection window allows you to define the parameters to search the database. 7) Press Cmd/Ctrl 2 or click the Output Options/2 button or select Output Options from the Command menu. This opens the User Defined Retrieval/Output Options window. 8) Click the Display Report check box in the Output Formats section. If there are other Output Options checked, un check them. Click the Report Parameters/R button. 9) In the Report Parameters window click the check boxes Print/Display Address Information? and Print/Display Space Between Records?. 10) Change the Report Title to Volunteer Report. The report parameters window lets you further define the format of the report. GiftMaker Pro 52 Tutorial - Retrieval Basics

61 11) Press the <Enter> key or click the OK/Enter button to close the Report Parameters window. 12) To change the Sort Method of the report to sort alphabetically by last name, simply click on the 1. Zip Code line. This removes the field and moves Last Name up. The output options window lets you select the type of output for records selected from processing the User Defined Retrieval parameters. You can have more than one output option for any retrieval. 13) You now have defined the output format and sort method for the retrieval. 14) Click the Process Output/P button or press Cmd/Ctrl P. This will tell GiftMaker Pro to search the database using the criteria you listed in the first window and output the results as indicated on the second window. 15) The report will be displayed in another window. You are able to scroll up/down, as well as left/right. From the P in the upper right corner of the displayed report window, you can access options to print the report. The Volunteer Display Report as it will appear on your screen: GiftMaker Pro 53 Tutorial - Retrieval Basics

62 Once complete, click the close box on the window to close it. Keep the Output Options window open for the next exercise. Printing Mailing Labels This exercise reviews more output options. Exercise Script 1) Print mailing labels by zip code for the same group of volunteers. From the previous exercise you will see the number of records found in the search on the bottom right corner of the Output Options window ( Found 11 records, in this instance). GiftMaker Pro will remember which records were found in a retrieval (until you process the next retrieval). This gives you the ability to produce a report, verify the search results, then create another output such as mailing labels, envelopes or export file. In fact, you are even able to go to another GiftMaker Pro option and return to the User Defined Retrieval program with the records still intact. 1) With the window User Defined Retrieval/Output Options still open from the previous search, click the Display Report check box to deselect it. You do not want to output a displayed report. 2) Click the Mailing Labels check box and the Label Parameters window will open. 3) On this window you can set the label height, width and number of labels across the page. It is preset to print 1.3 inch labels, 2 across laser labels. For this exercise you can change them to fit your labels or just print on plain paper. The label parameters window allows you to pick the proper label formatting. 4) Once you have changed the parameters (if any) press the <Enter> key or click the OK button. 5) Now change the sort method back to zip code. Click the Change Sort Levels/3 button or press Cmd/Ctrl 3. This opens the Sort Selection window. GiftMaker Pro 54 Tutorial - Retrieval Basics

63 6) Double click on the Zip Code field line. That field will be removed from the list and displayed on the output options window. 7) Double click the Last Name, Person 1 line. 8) Click the End Selection button or click the close box to close the window. 9) You have now defined the new output format and sort method for the retrieval. 10) Click the Process Output/P button or press Cmd/Ctrl P or select Process Output from the Command menu. This will tell the program to process the records previously found and output the results as indicated on the second window. 11) The printer page setup /job setup dialog boxes appear. Click the OK button to continue to print the labels. Be sure the page orientation is set to Portrait (tall). 12) Close the Retrieval windows and return to the Dashboard. Solicitation Letters To create a solicitation retrieval follow this example. Exercise Script 1. Send a letter to all donors who gave more than $100 in the current fiscal year. Also print a report of all records. 1) From the Dashboard select the New Retrieval option. 2) Since we just completed a retrieval, the program confirms you are finished with that retrieval. Select No. 3) Double click on the Donor Summary... line in the Select search field selection list. 4) Scroll down the Select search field list until you see the line Donation, Y T D Amount. Double click on that line. 5) In the Select function list, double click on Greater than. 6) Type 100 in the Enter compare value. You are searching for amounts greater than $100. 7) Click the Update Line button to complete the search line. GiftMaker Pro 55 Tutorial - Retrieval Basics

64 8) The cursor will be in the upper left corner of the window. Change the entry from AND to OR. 8) Scroll down the Select search field list again until you see Pledge, Y T D Amount. Double click on that line. 9) In the Select function list double click on Greater than. 10) Type 100 in the Enter compare value. You are searching for amounts greater than $ ) Click the Update Line button to complete the search line. 12) Click the Active constituents only check box in the upper right corner. This indicates you only want to send mail to active donors (not deceased). This checks the record Status field on the Constituent window of each record. 13) Be sure the Include Do Not Mail, Include Do Not Solicit and Include Do Not Phone check boxes are not checked. This ensures that constituents with those check boxes marked will not be selected in this retrieval. 14) Click the Merge constituent records check box. This indicates that you only want to output one record per constituent (a donor may have both donated and pledged a large gift in the same year). The User Defined Retrieval option allows you to define the parameters to search the database. 15) Click the Output Options/2 button or select Output Options from the Commands menu. This opens the User Defined Retrieval/Output Options window. 16) Click the Print Report check box in the Output Formats section. This should open the Report Parameters window. If it doesn t, click the button Report Parameters. 17) In the Report Parameters window, have all the check boxes unchecked. GiftMaker Pro 56 Tutorial - Retrieval Basics

65 18) Change the Report Title to Large Donor Report. 19) Press the <Enter> key or click the OK button to close the window. 20) Click the Envelopes check box in the Output formats section. 21) Open the Envelope Parameters window and set your envelope margins. For typical business envelopes the margins might be 1.5 and 3.5 inches for the top and left respectively when out output to a laser printer. The measurements will vary widely depending on your type of printer and where the envelope feeder is placed on the printer. 22) Press the <Enter> key or click the OK button to close the window. 23) Click the Export File check box in the Output formats section. 24) Open the Export Parameters window. Be sure the radio button is set to Export complete name and address. You can leave the file name as User Defined Data or UDRDATA.DOC. 25) Press the <Enter> key or click the OK/Enter button to close the window. 26) Change the Sort Method to sort the report by Last Name by clicking on the 1. Zip Code line. This removes that field and moves the Last Name field up. 27) Click the Process Output/P button or select Process Output from the Command menu. This will tell the program to search the database with the criteria you listed in the first window and output the results as indicated on the second window. 28) The output will be created in the order they are listed in the output options window. You will receive a Page Setup dialog box to print the report. Be sure the report prints in the Portrait (tall) orientation. 29) When the program goes to print envelopes, you again will be prompted with a Page Setup dialog. This time change the printing orientation to Landscape (wide). If you do not have an envelope tray be sure to use the Manual Feed option. 30) Once the envelopes are printed the program will export the data and create an export file which can be merged with a form letter in your word processor. Use the Retrieval Merge Letter or UDRMERGE.DOC shell document to develop your form letter in word processing. The merge processed is handled the same way as the thank you letter reviewed previously. GiftMaker Pro 57 Tutorial - Retrieval Basics

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67 Retrieval Reports - Advanced Saving Retrieval Parameters Since the sophistication of the User Defined Retrieval program allows you to build complicated search retrievals, GiftMaker Pro lets you save the search parameters so you don t need to type them in every time. If you develop a search retrieval which you ll need to process, say, once a month, you can save the search criteria. To create and save a retrieval, follow this exercise. Exercise Script 1. Create a retrieval to find all Volunteers and save it so it can be performed on a regular basis. 1) From the Retrieval menu select the option New Retrieval from the User Defined sub menu. 2) Double click on the Classification... line in the Select search field selection list. 3) Double click on Classification Code. 4) In the Select function list, double click on the line Equal To. 5) The cursor is now in the Enter compare value area. Type VOL in this field. This is the classification code for Volunteers. You could have also used the Lookup function. 6) Click the Update Line button to complete the search line. 7) Click into the Retrieval Name field at the bottom of the window and type in Volunteers all. GiftMaker Pro 59 Tutorial - Advanced Retrievals

68 To save retrieval parameters you must name the set of parameters. 8) Click the Save/S button to save the retrieval parameters. 9) Although it s not needed here, you may print a report of your search parameters. This is very helpful when checking complicated search parameters. Select Print Parameters from the Parameters menu. 10) To see how to use a saved retrieval let s end this session and start over. Click the End/E button or select End from the Command menu. 11) From the Dashboard/Saved retrievals option, select the Open Volunteers all option. The first 16 saved retrievals (alphabetically) appear on the menu for quick access. 12) When the Data Selection window opens, the saved parameters will be automatically filled in for you. If you were planning to use the retrieval, you would select your Output Options, then click the Process Output button to process the search. GiftMaker Pro 60 Tutorial - Advanced Retrievals

69 Display List Output The most powerful (and flexible) retrieval output option is the Display List. Using this feature you can define the fields in the list, manipulate the results and still have access to other output types. Once you click the Display List check box, the Retrieval List Definition window will open. If not, click the List Definition button, press Cmd/Ctrl key U, or select List Definition from the Command menu. On the Retrieval List Definition window you can select up to 15 fields. Double clicking a field on the left list will move that field to the list on the right (indicated by the radio button). It places the field name in the Column Label column and field size into the Width column. You can change both the field labels and column widths. You can also choose how you want the information sorted. Once you have set up your list, check the OK/Enter button. Then you can process the retrieval. Once you have processed the retrieval, a list of records will appear. At this point you have the ability to remove names, re sort the list, and select any of the other output options. Output this retrieval to see how to use the Display List option. Exercise Script 1. Create a retrieval to find all the records in the database to prepare for a phon-a-thon. Print profiles for records which have telephone numbers, in order by their total donations. 1) From the Retrieval menu select the option New Retrieval from the User Defined sub menu. 2) Double click on the Constituent Information... line in the Select search field selection list. 3) Double click the next line All Constituents. 4) Click the Active Records Only check box in the upper right corner. 5) Be sure the Include Do Not Solicit and Include Do Not Phone check boxes are unchecked. 6) Click the Output Options/2 button or select Output Options from the Command menu. This opens the User Defined Retrieval/Output Options window. 7) The only Output Format that should be checked is Display List. When this is checked the Retrieval List Definition window will open. If not, click List Definition on the Output Options window. 8) Double click on the Name, Person 1 line in the list. This will move that field into the first field in the output list. GiftMaker Pro 61 Tutorial - Advanced Retrievals

70 9) Double click the other fields to make the list: Organization Name; Telephone 1; Donation, Total Amount; Donation, Y T D Amount. 10) The Width field defines how wide each column is in the list. Change the two name fields to 20 characters from their original 25 and ) Since the field widths for the two amount fields are shorter than the field labels, we need to adjust the labels. Change the Donation field labels to Total Amt and YTD Amt. 12) Click the sort level box for Telephone 1. This indicates it is to be used as the first sort level. Once defined, the list will display the fields you wish to include in your output. 13) Press the <Enter> key or click the OK/Enter button to accept the list as you have defined it. 14) Click the Process Output/P button or select Process Output from the Command menu. 15) Once all the records are found by the program the Retrieval List Display window appears as you defined it. The display list sorted by telephone. GiftMaker Pro 62 Tutorial - Advanced Retrievals

71 16) Since the list is sorted by telephone number, if there were any records without telephone numbers, they would appear on the top of the list. That way you could easily remove those lines since they will be useless for your phon a thon. 17) Click the button List Define/U. This opens the List Definitions window. 18) Click the sort level for Telephone to remove its sort level. 19) Click on the Total Amt sort level to make it the first field to be sorted. 20) Press the <Enter> key or click the OK/Enter button to accept the list as you have re defined it. When the List window is re displayed the records will now be sorted by descending total amount. The display list sorted by Total Amount. 21) Click the Output/2 button to open the Retrieval List Output Options window. This lets you select any type of output processing for the records displayed in the list. 22) Click the Profile Reports output option. 23) Click the button Profile Format to open the window which allows you to select information to be included on the profile reports. 24) Once you have selected the data to include in the profile reports and selected to print the output, press the <Enter> key or click the OK/Enter button. 25) Press the <Enter> key or click the Process/Enter button to print the nineteen (15) profile reports. Build a Constituent Selection List from a retrieval In the Constituent Maintenance program you have learned how to use the Constituent Selection List window to locate constituents. The typical method of using the Selection List is to type in a name (full or partial) and build a list alphabetically from that point. A more advanced use of the Constituent Selection List is to build a list from records found in a User Defined Retrieval. You can search the database for a select GiftMaker Pro 63 Tutorial - Advanced Retrievals

72 group of records by using the User Defined Retrieval option, then move the records found to the Constituent Selection List. This method allows you to have the functionality of the Selection List with the added advantage of building it by some search criteria other than just name, organization, , etc.. You can search on various criteria, select the Display List output option and manipulate the list. Then copy the list to the Constituent Selection List, start the constituent maintenance option, open the Selection List and all the records selected will be on the list in the same order in which you sorted the retrieval output. Use this exercise to copy names to the Constituent Selection List. Exercise Script 1. Copy all the records found for the phon-a-thon to the Constituent Selection List. 1) If you are not still in the retrieval just completed, select the User Defined Retrieval option or Cmd/Ctrl 6. Run the previous exercise to retrieve the information in the Display List format. 2) Click the button Output/2 or press Cmd/Ctrl 2 to open the Retrieval List Output Options window. This lets you select any type of output processing for the records displayed in the list. 3) Click Selection List. Make sure no other output formats are selected. 4) Press the <Enter> key or click the Process/Enter button to process the list and copy the records to the Constituent Selection List. 5) From the Data pull down menu select the Constituent Maintenance option or press Cmd/Ctrl M. This will start the Constituent Maintenance program. 6) Click on the Find By indicator, then select Constituent Selection List from the pull down menu. 7) Press Cmd/Ctrl L or click the Constituent Selection List/L button to open the Constituent Selection List window. Notice the records are in the sort order they were in the Retrieval Display List. 8) Double clicking on any line in the list takes you to the Constituent Information window for that record. 9) Press the Next button to proceed to the next constituent from the list. Once the display list is copied to the selection list, the records will display in the Constituent Selection List. GiftMaker Pro 64 Tutorial - Advanced Retrievals

73 Analyzing Gifts Although there is some similarity between the Retrieval and Analysis menus, the Analysis menu offers different methods to output specific contribution information. Using these options can help you pinpoint where gifts have come from. Pinpointing Lapsed Donors Donors who have given in the past are most likely to contribute again. The SYBUNT/LYBUNT option (jargon for Some/Last Year But Unfortunately Not This Year) locates donors who previously donated but have not given in the current fiscal year. Use this exercise to learn how to find lapsed donors. Exercise Script 1. Create a report of all the donors who have not given to the Annual Appeal this year but have in the past. 1) Select SYBUNT/LYBUNT from the Analysis menu. This opens the SYBUNT/LYBUNT Analysis window. 2) Type ANUL in the Select by Campaign field and press <Tab> to enter the Annual Appeal campaign code. 3) Click the Print Report check box. 4) Click the Report Parameters button. 5) In the Report Parameters window click the check boxes for the information you wish to include in the report. 6) Press the <Enter> key or click the OK/Enter button to close the window. 7) Press the <Enter> key or click the Process/Enter button to process the SYBUNT report and print the report. GiftMaker Pro 65 Tutorial Analyzing Gifts

74 The SYBUNT report will find all the donors who gave in any fiscal year other than the current one. 8) Once the donors are found, a Page Setup dialog box appears. Click the icon of the vertical page to indicate you want the page to print in the Portrait (tall) format. 9) Press <Enter> or click the OK button to continue. The SYBUNT report shows all previous donors. Group Subtotals When creating gift reports from your database, one of the common requests is to be able to have subtotals in the report. These subtotals might be for each campaign, classification, fund, class year as well as many other fields. The Detail Gift option in the Analysis menu was built specifically for this purpose. This option is used to report selected detail gift records allowing you to sort and subtotal as needed. You have multiple detail gift fields to enter selection criteria to help pinpoint the contribution information you wish to analyze. Once the GiftMaker Pro 66 Tutorial Analyzing Gifts

75 information is searched you can output a printed or displayed report, or export a text file of the detail records. Use this exercise to select and subtotal gifts. Exercise Script 1. Print a report of all gifts received in fiscal year 2004 and sort by donor name within each classification group (primary classifications only). Follow these steps for creating a detail gift report: 1) Select the option Detail Gift from the Analysis Menu. This opens the Detail Gift Analysis Reporting window. 2) The first step will be to change the data selection method. Click and drag down the Search Function button next to the Fiscal Year field. Select the Equal To function. 3) Type 2004 in the compare value for the Fiscal Year field. 4) Click the radio button for Fiscal Year under the Primary Search? column. This indicates this field will be used as the primary search method when searching the gifts. 5) Change the search function for Gift Date from Range to no search. This indicates that you will not be using the date field for searching. 6) Click on the Sort Level box for the Donor Name field to remove the sort designation. Now the program will neither sort nor sub total by donor name. 7) Click in the Sort Level box for Classification (1) then again for Donor Name (2). Click in the Sub Total box for Classification only. The selection window should look like this example as you are about to process the exercise. 8) Click the output option Print Report. Notice this report is set to print sideways in the Landscape (wide) format. GiftMaker Pro 67 Tutorial Analyzing Gifts

76 8) Click the button Report Parameters. This opens the Report Parameters window. 9) For this example, we will not use any of the extra report parameters. Be sure that all the check boxes are empty. Close the window. 10) Press <Enter> or click the Process/Enter button to search the donations and pledges to be selected for output on the report. Use this exercise to select and subtotal gifts. Exercise Script 1. Print a report of all donations made to the Capital Campaign subtotaling by gift size. Follow these steps for creating a detail gift report: 1) Select the option Detail Gift from the Analysis menu. Click the Reset Window option. 2) The first step will be to change the Select Type of Analysis using the pull down list, select Report Donations. This will cause the program to search for donations and pledge payments rather than all types of gifts (including pledges). 3) Change the data selection method. Click and drag down the search function button next to the Campaign field. Select the Equal To function. 4) Type CAPITL in the compare value for the Campaign field or use the Lookup function to enter the code. 5) Click the radio button for Campaign under the Primary Search? column. This indicates that this field will be used as the primary search method when searching the gifts. 6) If there is another field with a search function, you should change the function to no search (e.g. Donation Date Range). 7) Change the sort levels so Donation Amount is the first sort level and Donor Name is the second level. 8) Click the subtotal check box for the Donation Amount field. This enables the Set Gift Sizes... button at the top of the screen. Now the program will subtotal by gift size group and NOT on each gift amount. 9) Click the Set Gift Sizes... button. This opens the window Gift Size Subtotal Ranges. 10) On this window you can to set the dollar ranges in which gifts will be grouped. When you change the ranges, your new settings will be saved for each successive processing. You may change the size grouping or leave them for this example. GiftMaker Pro 68 Tutorial Analyzing Gifts

77 Open this window by clicking the Set Gift Size... button to set the dollar ranges that gifts will be grouped into for sub-totaling. 11) Press the <Enter> key or click the OK/Enter button to close the gift size window. 12) Click the output option Print Report. Notice this report is set to print in the Portrait (tall) format. The orientation changes depending on which report type is used. 13) Click the Report Parameter button. This opens the Report Parameters window. 14) For this example we will not use any of the extra report parameters. Be sure that all the check boxes are empty. Then press <Enter> to close the window. The selection window should look like this example as you re about to process the exercise. 15) Press <Enter> or click the Process/Enter button to search the donations to be selected for output on the report. GiftMaker Pro 69 Tutorial Analyzing Gifts

78 Comparing Periods and Years When analyzing contributions, you may want to compare two periods. Such comparisons may be this month versus last month, or last month versus the same month last year, or one year against another year. Use the Comparative Period Analysis option to compare two selected periods to each other. These can be ANY two periods. They do not have to be the same period in different years. They can be any two sets of date ranges. The output only contains sub total and total information. It does not output the detail records which summarize into each category. Use this exercise to select and subtotal gifts. Exercise Script 1. Print a report comparing this year to date against last year to date. Subtotal the report by classification. Follow these steps for creating a comparative period report: 1) Select the option Comparative Period from the Analysis menu. This opens the Comparative Gift Analysis Reporting window. 2) From the Date Range Options drop down list, select This Year to Date Last Year to Date. The appropriate date ranges are entered into the First Period and Previous Period fields. Also, the appropriate titles are entered for you. You may enter any date range and title you want to compare. 3) Click the Sub total check box for the Classification field, then click Campaign sub total check box to remove its subtotal designation. 4) Click the output option Print Report. Notice this report is set to print sideways in the Landscape (wide) format. 5) Press <Enter> or click the Process/Enter button to search the donations and pledges to be selected for output on the report. You should have the selection window look like this as you re about to process the exercise. Note: Dates may vary. GiftMaker Pro 70 Tutorial Analyzing Gifts

79 Advanced Techniques Multiple Thank You Letters GiftMaker Pro, combined with your word processing program, provides you with the ability to send donors thank you letters based upon their individual characteristics. This may be their gift size, gift type, classification, membership category or even who is signing the letter. As you enter donations and pledges in the system, you can indicate which thank you letter the donor is to receive. The first step in implementing the use of multiple acknowledgment letters is to create the letters. All the letters are created in your word processing application must be saved in the Macintosh folder Word Merge Letters or Windows/DOS directory WordMerg. They must be kept together in order for this feature to work properly. These letters consist of just the BODY of the acknowledgment letter. When processing the thank you letters, you actually merge the data you entered in GiftMaker Pro with one main form letter. This main form letter contains the name, address and the salutation portion of the letter. As each gift record is merged with the main document, it includes the thank you letter named for that gift. To utilize the multiple letter feature, you must first set up the letters. This is normally done when you are first implementing your system. You may add to and adjust the documents at any time. The process is exactly the same for both donations and pledges. For this discussion we will use donation thank yous. Thank you letter setup steps as detailed below: Create thank you letter word processing documents Enter table records in the Thank You Letter table Once the thank you letters are developed, you can process gifts and output thank you letters. The process flow should remain stable once the documents are created. Regular gift processing flow as detailed below: Enter gifts, assigning the appropriate thank you letter document to each gift Export the gift records for use in word processing Open the main thank you letter in your word processor Select the print merge option. Merge and print the thank you letters GiftMaker Pro 71 Tutorial Advanced Techniques

80 Use this exercise to learn how to build multiple thank you letters. Exercise Script 1. Create a new thank you document named Thanks Tutor (or TY_TUTOR.DOC). Follow these steps for creating a new thank you letter: 1) Start your word processing program. If you are in GiftMaker Pro, press Cmd/Ctrl 8 or select Word Processing from the Launch Application submenu in the File menu. For these examples, the program Microsoft Word 2002 is used. Even if you are not using Word 2002, follow this procedure since the instructions are generally similar for each word processing application. Consult your word processing User Manual for specific instructions on word merges. 2) A new document window should appear. If not select New from the File menu. 3) The easiest method to create a thank you letter which will contain merged fields is to use the Mail Merge option in the Tools menu. From the Mail Merge Helper window, select the Create option under Main Document and choose Form Letters. Select Active Window. 4) In the Data Source section, click the Get Data button. Choose Open Data Source... from the pull down menu. 5) In the Open Data Source dialog box, select the donation thank you export file which should be in the same folder/directory as your GiftMaker Pro program (Donation Thanks Data or DTYData.doc). 6) Word prompts you to enter merge fields in to your main document. Click on Edit Main Document. Once you select your data source, Word will prompt you to enter the merge fields. 7) Type in the text which will appear in the body of this new thank you letter. Remember this is just the body of the letter you do not need to enter the date, name, address or salutation sections. As you come to a place where you want a merged field/value, click the Insert Merge Field... button from the Print Merge Helper Bar. The Insert Merge Fields assists you in placing merge fields. GiftMaker Pro 72 Tutorial Advanced Techniques

81 8) For sake of consistency, the initial font, font size and type style should be the same as in the Donation Thanks Letter or DTYMERGE.DOC document. 9) Select Save from the File menu or press Cmd/Ctrl S. 10) Macintosh: Save the document as Thanks Tutor in the Word Merge folder. Windows: Save the document as ty_tutor.doc in the directory WordMerg directory. When saving thank you documents they should all be kept in one folder/directory. Windows: Macintosh: 11) Click the Save button or press the <Enter> key. 12) Quit the word processing program. 13) If you are not still in GiftMaker Pro you must start the program and sign on. GiftMaker Pro 73 Tutorial Advanced Techniques

82 14) From the Data/Table Maintenance menu, select the Thank You Letter Table/Report. This is where you define the names of word processing documents to be inserted into a main merge document when you actually create the letters in your word processor. 15) Click the Add button or press Cmd/Ctrl A. This puts the program into add mode so you can enter a new Thank You Letter document record. 16) While the cursor is in the field Document Name, click the Lookup/L button or press Cmd/Ctrl L. This will open a file dialog selection window. 17) Macintosh: Go to the Word Merge folder and double click on the document Thanks Tutor to select it. Windows: Go to the WordMerg directory and double click on the document TY_TUTOR.DOC to select it. It is critical that the document name in the table exactly matches the actual file name of the word processing document. 18) The program will return to the entry window and the value will be entered for you. Using the Lookup function ensures that the document name is entered EXACTLY as it appears in the folder/directory listing. 19) Enter a document Description and a Gift type of D for donation. This code identifies that the letter is to be used for donation gifts. 20) Press the <Enter> key or click the Save button to save this record. 21) The program remains in Add mode. Click the Cancel button and close the window. GiftMaker Pro 74 Tutorial Advanced Techniques

83 This exercise will help you apply a letter to a gift. Exercise Script 1. Enter a gift to receive the new thank you letter and process the letter. To add a donation to receive a special thank you letter: In this example we are entering one gift, then processing the thank you letter. Typically, you are entering a group of donations then thanking that entire group. In that case, each gift may have its own thank you letter named. The gifts are independent of one another. Be sure that the Thank You code is cleared before beginning this procedure. Otherwise, you will be sending thank you letters to previous gifts as well. 1) From the Dashboard, select Constituent Maintenance or Cmd/Ctrl M. 2) When you are on the Constituent window click the Find/F button or press Cmd/Ctrl F. This puts the program into find mode. 3) In the Last Name field enter the value baker and press <Enter>. This will display the record for Wendy Baker. 4) Click the button Donation Entry/D or press Cmd/Ctrl D. This opens the Gift Entry window in add mode for Wendy. The Gift Entry window is the same as the Batch Gift Processing Gift Entry window but automatically pulls in information from the active constituent. 5) In the Gift Type code, enter a D for Donation. Select option 1 in the From person field to indicate this gift is from Wendy and not her organization. 6) In the Amount field enter the value 700 and you can leave the date as today s date. 7) Enter the Campaign, Fund and Source codes as: ANUL (annual appeal); UN RES (unrestricted); and UN (unsolicited). Tab to the Pay Type field and enter K for Check. 8) In the Thanks Document field, use the Lookup feature to enter the document names: Thanks Tutor or TY_TUTOR.DOC. For Windows users it is important that the document name be entered in all upper case letters. 9) For this example we have no other information, so you can press the <Enter> key or click the Save button to add the donation to the database. 10) Select the option Donation Thank Yous from the Retrieval menu. This opens the Donations Thank Yous window. 11) Be sure the Output Format Export File is checked. GiftMaker Pro 75 Tutorial Advanced Techniques

84 Normally you would also want to output mailing labels or envelopes at the same time. Since those issues were discussed earlier they will be skipped here. 12) Click the Process/Enter button or press the <Enter> key. This will search all the donations and select those coded as Send Thank You?. It will create a text file named Donation Thanks Data or DTYData.DOC and place it in the same folder/directory where your GiftMaker Pro application resides. 13) After the export file is created you will return to the Donation Thank Yous window. Select the word processing option in the Launch Application submenu from the File menu. This starts the word processing application named in your user preferences. Now you re in the program Microsoft Word. 14) Select Open from the File menu. 15) Open the document Donation Thanks Letter or DTYMERGE.DOC. This is the base form letter used for all donation thank you letters. 16) Select the option Print Merge... from the File menu, or click the Merge to Printer button on the toolbar. Complete the merge process as you have in the previous examples. The final letter takes the name and address portion of the base form letter then uses the specific thank you document as the body of the merged document. Automatic Window Movement As you have learned, GiftMaker Pro has the capability to store a great deal of information of various types. This information is spread over many different windows, all of which are consistent when adding and updating the information. As you become proficient with GiftMaker Pro you will want to reduce the keystrokes needed to open windows and start the processing modes. When processing repetitive tasks, such as adding a group of new constituents or entering a batch of new donations, you are able to set the windows and modes to meet your needs. This feature in GiftMaker Pro is called Automatic Window Movement. It is typically called Macros in other types of applications. Using this feature allows you to develop a sequence of windows and actions. The Movement pane of your User Preferences window allows you to dictate how the processing flow will be handled in the Constituent Maintenance option. Since GiftMaker Pro 76 Tutorial Advanced Techniques

85 window movements are maintained in User Preferences, each user of GiftMaker Pro can have their own settings. The Window Movement options combined with the default entries create a very powerful feature. It s helpful to understand the Constituent Maintenance program before you set up your window movement. The Window Movement window is a matrix of boxes representing information windows and processing modes. The values entered into the matrix are also a combination of windows and modes. Use this exercise to set your window movement preferences. Exercise Script 1. Add a group of new constituents and add the Volunteer classification to each. Use these two records: Carol Chen 99 Elm Street Middleton, NY Charlie Lowe 200 Rose Lane Southdown, NY Before entering the new records, you will modify your User Preferences to indicate the window movement flow in addition to default entry values. 1) From the Dashboard, click the User Preferences button, or press Cmd/Ctrl 7 to open the User Preferences window. 2) On the Constituent pane, click in the ST field (state code). Type in the value NY. Since all your entries will be in New York, the program will enter it for you. 3) Click on the Detail pane and in the Classification Code field be sure VOL is the entry. Again, this will become the default entry for all new classification records. 4) Click on the Movement pane and type SA in the box by Constituent Information under the column After Add. This indicates that after you press the <Enter> key when adding a record on the Constituent window the program will go directly to the Classification window (S) and automatically be in add mode (A). 5) Type MA in the box for Classification under the column After Add. This indicates that after you press the <Enter> key when adding a record on the Classification window it will go to the Constituent window (M) and automatically be in add mode (A). GiftMaker Pro 77 Tutorial Advanced Techniques

86 The User Preferences option allows each person to tailor data entry defaults for their own use. 6) Once all the data is correct press the <Enter> key or click the Save button to close the User Preferences window. 7) From the Dashboard, select Constituent Maintenance option or Cmd/Ctrl M. This opens the Constituent window. 8) Click the Add/A button or press Cmd/Ctrl A. This puts the program in add mode for the current window. 9) Type in the needed information for Carol Chen. The state has already been entered for you. 10) Once the fields have been entered press the <Enter> key or click the Save button to save the information to disk. 11) Now the Classification window will automatically appear and be in add mode. The classification code VOL has also been inserted for you. 12) Simply press the <Enter> key or click the Save button to save the information. 13) Again, the Constituent window will appear and be in add mode ready to enter the next record. 14) Continue to enter the information for Charlie Lowe. 15) After saving the record you will again go automatically to the Classification window to enter the Classification. 16) You will continue in this cycle until you click the Cancel button to end the add mode status. Congratulations! That is the end of your tutorial session. You should now feel confident in getting started with GiftMaker Pro. GiftMaker Pro 78 Tutorial Advanced Techniques

87 Guide to Using GiftMaker Pro 79 Guide to Using Manual

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89 Guide to Using Introduction Your most basic goal as a fundraiser is to raise more money, period. GiftMaker Pro is your tool to help you raise more money. This section of the manual is designed to help you use GiftMaker Pro to its full potential. The Guide to Using GiftMaker Pro is organized to help you: Prepare and configure the software to your organization Understand how to manage the database Learn how to process contributions There may be some terms unfamiliar to you in this manual. Please refer to the Glossary in the GiftMaker Pro Reference Manual for an explanation of all special terms. The GiftMaker Pro Database GiftMaker Pro gives your organization the ability to build and maintain a database of people and organizations within the community and to use that database as a fundraising, public relations and marketing tool. There are multiple components that give you the power to increase your communication with the community you serve. By combining GiftMaker Pro, a program that lets you build a powerful and usable database, with word processing, spreadsheet and desktop publishing programs, you can increase the contact you have with your community. The benefits will be seen in: Better managed fundraising campaigns Increased revenues from fundraising The ability to develop professional quality literature for fundraising, public relations, and marketing purposes Reduced expenses in creating fundraising materials A system which can be expanded for future growth GiftMaker Pro 81 Guide to Using Manual

90 Fundraising Management The objective of fundraising management is to record and track contributions, produce timely acknowledgments to donors, and create a method to review and analyze gift information. This combination of procedures aims to increase future fundraising campaign results. To reach the objective, an easy way to process contributions is to make it a part of mailing list management. The way you add people and organizations to the database is the same process as for adding gifts. This gives you direct access to address changes and notations when adding a gift. There is an option to output donor names and information to be merged with form letters for personalized contribution acknowledgments. The GiftMaker Pro retrieval systems permit you to get both detail gift and historical summary information for analysis. Mailing List Management The objective of mailing list management is to permit easy entry and maintenance of records and be able to access the information in a straight forward way. GiftMaker Pro approaches this objective by letting you access a person or organization (a constituent) in many different ways. You can quickly add new records and maintain existing ones. By using the classification system GiftMaker Pro allows you to segment the database into multiple (but related) mailing lists. The retrieval system allows you to define specific groups of constituents that you want to retrieve and choose the output format. In simpler terms, the software lets you define what records you want to get out of the computer and how the information should look. Word Processing Through the Retrievals menu, GiftMaker Pro sends names and data to files which your word processing program can use. Once you are in your word processing application, you can merge that data into personalized letters for campaign solicitations or reminder letters for past due gifts. Most word processing programs are very sophisticated and have an extensive range of merge features. Spreadsheet/Gift Analysis Analysis of current and past fund raising campaigns can assist your organization in increasing future donations. In addition to all the analysis reporting options built into the program, GiftMaker Pro can export all or selected gift information into files which can be read by any spreadsheet program. By using the flexibility and power of a spreadsheet program you can create reports and analysis far beyond standard columnar reports from any database system. GiftMaker Pro 82 Guide to Using Manual

91 Getting Started The first step in using GiftMaker Pro is to install it onto your computer or computer network. This process is reviewed in the GiftMaker Pro Reference Manual. If there are any questions specifically related to your organization, please contact Campagne Associates directly. You may have converted a previous database into GiftMaker Pro. In that case you need to understand how the table coding structure operates in GiftMaker Pro. This chapter discusses GiftMaker Pro codes and how they are used in the system. The development of these codes has a very important impact on how you will be able to manipulate and retrieve information in the future. System Preferences System Preferences (found in the File menu) enables you to set certain variables for all of your GiftMaker Pro users. Settings that you control here allow you to customize the software specifically to your organization. Although many of these settings are preset by Campagne, you should understand them and how they impact your database. You use System Preferences to (among other things) enter the name of your organization, label your User Defined and/or Custom Fields, and select a Date Format. This is also where you set up your Fiscal Year start date. In System Preferences, you can also determine how you want GiftMaker Pro to calculate Previous Gifts, Salutations, and Publication Name, or whether you want to use the Gift Receipts feature. Note that more System Preferences are available from the drop down menu that appears when you select the Additional Preferences button. GiftMaker Pro 83 Guide to Using - Getting Started

92 System Preferences control the variables for all users of GiftMaker Pro. Click Additional Preferences to select from more System Preferences. Following is an overview of commonly used System Preferences. For detailed information on all System Preferences, see the GiftMaker Pro Reference Manual. Organization Name Enter the name of your organization as you want it to appear within the program and on all reports. To change the name, simply type over the current one in the entry box. User Defined Fields The System Preferences window is also used to name the user defined fields and assign labels to telephone fields (work, home, etc.). The field names entered here will appear on all displays and reports where the user defined and telephone fields appear. Note: You can also set up custom fields that appear in the Custom page of a Constituent. See the GiftMaker Pro Reference Manual for information on setting up and using Custom fields. GiftMaker Pro 84 Guide to Using - Getting Started

93 Set up User Defined Field labels in System Preferences. User Defined Fields are used to hold additional information for each individual/ organization. Password Security GiftMaker Pro has a password security feature with multiple security levels. This will provide password protection and limit access to sensitive data areas to users without the proper security level. To use the security option, check the Use Password Security? check box. For more information, review the chapter entitled Security in the GiftMaker Pro Reference Manual. Date Formats and Fiscal Year GiftMaker Pro provides you with two (2) preset date formats from which you can choose. This is how all date fields will appear in windows and on reports. In addition, you are required to establish your fiscal year through the System Preferences window. You need to enter the Start Month and Current Year of your organization s fiscal year. This will ensure that gifts entered will be credited to the correct campaign year. GiftMaker Pro 85 Guide to Using - Getting Started

94 Previous Gifts The system links each contribution to a donor s previous gift. As each gift (donation or pledge) is entered, GiftMaker Pro associates it to the previous donation or pledge made by that donor (if any). In this way, it is possible to link a donor s contributions for trend analysis. Donations are linked to previous donations and pledges are linked to previous pledges. The previous gift information appears on the Donations Received Report and the Pledges Received Report. The right hand portion of these two reports lists the amount, date and campaign of the gift previous to the one reported. GiftMaker Pro allows you to select one of two methods for recording previous gifts. You can link gifts together within campaigns or link them regardless of campaign. If you have an Annual Appeal campaign plus ancillary campaigns, you probably want to see donor trends within the Annual Appeal without having other gifts mixed in (Golf Outing, Capital Campaign ). Name Calculations GiftMaker Pro provides you with the ability to automatically calculate salutations and the Publication Name field. Establishing these options will greatly reduce data entry time and create consistent field entries. Another important feature is the ability to instruct GiftMaker Pro to switch the 1 st and 2 nd person when calculating Salutations, Publication Name and Both Names. Field Verification GiftMaker Pro performs various data entry checks to ensure data integrity for your database. However, you may want to extend the system checks. The Field Verification window allows you to set the level of verification for several additional fields. All these additional fields have tables attached, so you can enter sets of valid entries. At one end of the verification spectrum is the option to set fields as Donʹt Use. This disables the fields and the cursor simply skips over them. At the other end of the range is the Required Entry, Validated setting. The result of this setting is that the program not only forces entry of information into the field, but also validates the data entered against the table entries. To open the window, select the Additional Preferences button, then select Field Verification from the list. GiftMaker Pro 86 Guide to Using - Getting Started

95 The setting for field verification allows you to customize how GiftMaker Pro confirms the data entered for your organization. Setting up Staff Members/Users Once you have defined your system preferences the next step is to enter the people who will be using the software. The list of users is maintained in the Staff Table. Use the Staff Table/Report option in the Data menu. If your organization utilizes the GiftMaker Pro security features, this option will be labeled Staff/Security Table/Report. The Staff Table maintenance window displays all staff members. As staff members use GiftMaker Pro to add and maintain constituents, donations and pledges, their staff initials will be noted on each record that they enter or update. When someone prints a report from within GiftMaker Pro their staff initials are printed in the header portion of each page. There are two reasons for defining each staff member in the staff table: Security and User Preferences. If your organization uses GiftMaker Pro s security feature, you are required to assign sign on passwords for each person using the system. GiftMaker Pro 87 Guide to Using - Getting Started

96 Each person in the staff table has a password and access level. For more information see the Security chapter in the GiftMaker Pro Reference Manual. Each person who is in the staff table also has a User Preference record. These preferences allow individual users to customize the way GiftMaker Pro works for them. Each user can assign data entry defaults, processing preferences and automatic window movements. For more information see User Preferences in the File menu chapter in the GiftMaker Pro Reference Manual. The Staff Table allows you to enter, update, or delete Staff Table entries, and output table reports. It will also allow the system administrator to assign passwords and set other access levels should security be required. Refer to Staff Table/Report in the GiftMaker Pro Reference Manual, which discusses field definitions and operation instructions. For more information on passwords and security levels please refer to the Security chapter towards the end of the GiftMaker Pro Reference Manual. You can t delete yourself! The name selected at sign on is unavailable for deletion. Setting up Table Files Before you start to enter information on people and organizations into the master file, some preliminary tables must be set up. These tables will be used to help build each constituent as you are entering the database information. These are also required for processing donations and pledges. The tables are used as reference information for the master files. The tables are maintained by your organization to customize GiftMaker Pro to meet your individual needs. The tables are: Campaign Table Classification Table Edit Code Table (a group of tables such as address type, donation type, payment type, etc.) Fund Table Gift Source Table Membership Category Table (only available if the Membership module is enabled) Notation Keyword Table Relationship Table Solicitor Table Staff Table (see above) Thank You Letter Table Volunteer Activity, Interest and Skills Tables (only available if the Volunteer module is enabled). GiftMaker Pro 88 Guide to Using - Getting Started

97 User Defined (Master Code) Table Code 1, Code 2, and Code 3 (Custom codes) Tables Zip Code Table This section will review the purposes of these tables along with concepts you need to know when developing data for them. Please refer to the operation descriptions section under the Data Menu in the GiftMaker Pro Reference Manual for information on creating and updating the tables. Campaign Table A Campaign is defined as the complete process of raising money for a specific purpose. Funds are what the gifts will be used for (restricted or unrestricted); these are the accounts to which gifts can be posted. A campaign involves the choosing of a purpose, the setting of goals, the gathering of people who will solicit for the campaign and the implementation of those plans to achieve desired results. The Campaign Table allows you to define and record information about each campaign your organization is planning. You may also enter campaigns that are in progress, and those that have been completed, for historical purposes. The information entered includes a code, a campaign name, the campaign status, and pledge reminder information. This information is used in various ways throughout the system. A campaign code MUST be in the table BEFORE you can enter any donations or pledges to it. This ensures that no gifts can be lost or posted to a campaign that does not exist. To enter the campaign codes, use the option Campaign Table/Report under the Data/Table Maintenance menu. The Campaign Table maintenance window displays all campaigns defined in your system. A fiscal year is used to associate the gift with the year. On detail gift reports the campaign is always shown with the code and fiscal year together. For example, if a donation is made to the Annual Appeal campaign (AA) in the 2004 fiscal year it will be shown as AA/04. The current fiscal year is used as the default value when processing donations and pledges. This is set in System Preferences. GiftMaker Pro 89 Guide to Using - Getting Started

98 The Campaign Table uses a six (6) character alphanumeric code to identify each campaign and a forty (40) character alphanumeric field to describe it. There are some important points to consider when assigning codes to campaigns: Campaigns are listed alphabetically by code. You may have some campaigns that fall into the same general categories and could use the first two or three code characters to form a group of related codes. Database Retrievals allow searches on campaign codes that begin with a certain value. This facilitates some retrievals to search similar campaign codes that begin with the same characters. A code may be changed in the table, but keep in mind that those changes will be reflected in all records associated with the code. Classification Table Classifications are a very important part of GiftMaker Pro. The classification system allows you to maintain multiple mailing lists within your database. The classification system used in GiftMaker Pro allows you to classify people and organizations in an unlimited number of ways, and then easily access those classifications through the retrieval and reporting programs. Instead of having separate files for volunteers, employees, vendors and such, GiftMaker Pro uses one Master file which allows multiple classifications for each person or organization. This helps prevent duplicates from appearing on separate mailing lists which can save you searching time trying to cull duplicate names. Also, classifications are a powerful part of GiftMaker Pro because they allow you to output specific group records quickly. The Classification Table maintenance window displays all classifications defined in your system. GiftMaker Pro 90 Guide to Using - Getting Started

99 The classification table uses a six (6) character alphanumeric code to identify each classification and a forty (40) character alphanumeric field to describe it. There are some important points to consider when creating these classification codes: Classifications are listed alphabetically by code. You may have some classifications that fall into the same general categories. You could use the first two or three code characters to form a group of related codes. Database Retrievals allow searching on classification codes that begin with a certain value. It is therefore often advantageous to create similar classification codes that begin with the same characters. An example would be board of directors and their various committees: BDF Finance Committee, BDEX Executive Committee, BDBG Building and Grounds Committee... A code may be changed in the table, but keep in mind that those changes will be reflected in all records associated with the code. When deleting a classification which has already been assigned to constituents, you will be prompted to confirm that you want to remove both the classification code from the table and remove all references in the master file. This is a handy feature since you can create a temporary code, post it to a select group of people, do a retrieval on the code, export the information and generate a form letter, then remove the code and all its references. Examples of classification codes and descriptions. BD BDF BDPR TRUST EMPC EMPP MD NEWS SSRC VENDOR ADV CADV CHAM NL VOL1 VOL2 VOL3 VOL4 Board of Directors Board of Directors Finance Committee Board of Directors Public Relations Trustee Employee Current Employee Past Medical staff Media related Social Service Agency Vendor Newspaper Advertiser Community Advisory Committee Chamber of Commerce Newsletter Recipient Volunteer, Tickets Volunteer, Administration Volunteer, Concession Volunteer, Drivers GiftMaker Pro 91 Guide to Using - Getting Started

100 Edit Code Table Edit codes are used by GiftMaker Pro to let you customize field codes for expanded definitions in addition to creating valid entries in important text fields. Depending on the type of table being viewed, there are often two fields of information for the table entries: a code definition and a text description. Code Entries Address Type Donation Type Marital Status Race Code Payment Type Memorial/Honor The Edit Code Table holds valid data entry values for code fields and some selected text fields. Most of the Code Entries have sets of predefined values in the system and cannot be changed or deleted. The Donation Types shown in the example are just such a case of predefined entries. You can add as many new codes as you need. Text Entries Prefix Suffix Occupation User Defined 1, 2, 3 & 4 User Defined Gift 1 & 2 Custom 1, 2, & 3 GiftMaker Pro 92 Guide to Using - Getting Started

101 Text Entries have only one field of information a text description. Except for the Custom 1, 2, & 3 fields, the text entries can be used in conjunction with the Field Verification window in System Preferences (Additional Preferences). Entries in the text field types are used to ensure consistent data entry into those fields. Fund Table Funds are what the gifts will be used for (restricted or unrestricted); these are the accounts to which gifts can be posted. A fund code is required when entering donations and pledges. The code used must first be entered into the Fund Table since the gift entry program verifies its existence. Once gifts are entered into your database, the fund codes become useful for detail and summary contribution analysis. GiftMaker Pro 93 Guide to Using - Getting Started

102 The Fund Table maintenance window displays all funds defined in your system. The Fund Table allows you to define and record information about each fund that your organization has. The information includes a code, a name, the status (open or closed), and a general ledger account number. To maintain the Fund Table, use the option Fund Table/Report in the Data/Table Maintenance menu. The Fund Table allows for an alphanumeric code up of up to 6 characters to identify each fund and up to forty (40) characters (alphanumeric) to describe it. There are some important points to consider when assigning codes to funds: Database Retrievals allow searching on fund codes that begin with a certain value. It may therefore sometimes be advantageous to create similar fund codes that begin with the same characters. A code may be changed in the table, but keep in mind that those changes will be reflected in all records associated with the code. Gift Source Table The Gift Source is the method used to acquire a gift. Sources of contributions may be solicitation letters, personal visits, special events and others. Many times it is referred to as a sub campaign category. By assigning sources, you are able to analyze the success of different methods used to raise money. As an example: was the first or second solicitation more successful in bringing in gifts or was the television ad? The Gift Source Table allows you to define each solicitation method you use. The information includes assigning a code and name. To maintain the Gift Source Table use the option Gift Source Table/Report in the Data/Table Maintenance menu. GiftMaker Pro 94 Guide to Using - Getting Started

103 The Gift Source Table maintenance window displays all Gift Sources defined in your system. The Gift Source Table uses a six (6) character (maximum) alphanumeric code to identify each source and a forty (40) character alphanumeric field to describe it. There are some important points to consider when assigning codes to sources: Database Retrievals allow searching on source codes that begin with a certain value. It may therefore be advantageous to create similar source codes that begin with the same characters. A code may be changed in the table, but keep in mind that those changes will be reflected in all records associated with the code. Notation Keyword Table The Notation Keyword Table is used to hold the valid entries that can be used when entering notation search keywords on the Notation Information window. Here you define the keywords. Using these keywords with notations allows for quicker retrieval for reporting purposes. Using the notation keyword table in conjunction with Field Verification set under System Preferences can help ensure that all keywords entered are consistent. GiftMaker Pro 95 Guide to Using - Getting Started

104 Notation Keyword table helps keep entries consistent in the Constituent notation keyword field. Entries in this table are similar to the text entries in the Edit Code table, with the added feature of having a description for each entry. The description is only used on the table window and lookup selection list as an explanation of the keyword and is NOT transferred to the notation entry. To maintain the Notation Keyword Table use the Notation Keyword Table/Report option in the Data menu. There are some important points to consider when creating notation keywords: Database Retrievals allow searching on notation keywords that begin with a certain value. It may therefore sometimes be advantageous to create similar entries that begin with the same characters. Individual notation entries are only validated by the table. If you make a change in the table, it will NOT be reflected in existing notations entered with the previous notation keyword. Relationship Table GiftMaker Pro has the ability to track the relationships between constituents in your database. Using this feature gives you the possibility of developing an internetwork of donors, friends and associates. The Relationship Table defines the types of inter record relationships that you want to track. There are two types of relationships in GiftMaker Pro: individual (I) and group (G). An individual relationship is when two people share a relationship, e.g., wife/husband, mother/daughter, brother/sister or friend. A group relationship is when a constituent is associated to a group or to another constituent in the same group. Examples of such group relationships are golf clubs, boards of directors, social clubs or employers. GiftMaker Pro 96 Guide to Using - Getting Started

105 The Relationship Table maintenance window defines the relation codes used to associate constituents. The Relationship Table allows you to define and record information about each type of inter record relationship. The information includes a code, type and name. To maintain the Relationship Table use the option Relationship Table/Report in the Data/Table Maintenance menu. The Relationship Table uses a six (6) character (maximum) alphanumeric code to identify each relation, a one (1) character code to indicate the type (either I, Individual or G, Group) and a forty (40) character alphanumeric field to describe it. There are some important points to consider when assigning codes to relationships: Solicitor Table When linking a relationship to another record you can automatically create a reciprocal relationship link. Example: When you relate Marge Simpson as WIFE of Homer Simpson you can indicate that the reciprocal code is HUSB. A relationship record for Marge, linking back to Homer as her husband will be automatically created. Database Retrievals allow searches on relationship codes that begin with a certain value. It may therefore be advantageous to create similar relationship codes that begin with the same characters (this is mostly useful for Group relations). A code may be changed in the table, but keep in mind that those changes will be reflected in all records associated with the code. The Solicitor Table contains a list of all the people your organization uses for the solicitation of gifts. It allows your organization to keep information about the people gathering donations and pledges for you. Fields stored on the table include a code for each solicitor and their name. GiftMaker Pro 97 Guide to Using - Getting Started

106 Solicitors can be assigned to constituents and/or to individual gifts (donations and pledges). Assigning solicitors to constituents is useful when developing prospecting lists. You can output reports by selecting the Solicitor Assigned code. Entering the solicitor code with donations and pledges received gives you the capability of analyzing the contributions raised by each solicitor. The Solicitor Table maintenance window displays all Solicitors defined in your system. The Solicitor Table uses a six (6) character (maximum) alphanumeric code to identify each solicitor and a fifty (50) character alphanumeric field to describe each solicitor. There are some important points to consider when assigning codes to solicitors: The codes assigned to a solicitor are permanent. No changes to these codes can be made although the name can be modified. Database Retrievals allow searching on solicitor codes that begin with a certain value. It may therefore be advantageous to create similar solicitor codes that begin with the same characters. You can maintain the Solicitor Table from the Solicitor Table/Report option in the Data/Table Maintenance menu. To create a solicitor code in this window, the person MUST first be entered as a record in the master file. Thank You Letter Table The Thank You Letter table is a directory of special documents used when thanking donors for their gifts. The table only names the documents. There must be corresponding text documents in your hard disk with the EXACT name as entered here. You define the document name in the table to be inserted when you create the thank you letters in your word processor. GiftMaker Pro allows for various degrees of sophistication when producing gift thank you letters (acknowledgments). This table of thank you letters offers the most advanced and flexible method of creating customized letters. Creating acknowledgment letters is done through word processing merge functions, by creating a form letter and merging it with a list of donors who recently gave. Using documents named in the Thank You Letter Table allows GiftMaker Pro 98 Guide to Using - Getting Started

107 each letter to be customized based upon criteria you determine, such as size of gift, classification or membership. GiftMaker Pro allows you to have multiple types of thank you letters based upon various criteria which are incorporated into the finished letters. Exported Data: Doe, Ron $25 4/1/04 VolunteerLtr Jones, Kim $50 4/2/04 SmallLetter Smith, Dale 4/1/04 BoardLetter Form Letter: <Name> <Address> Dear <Salutation>, <Document> Sincerely, Development Dir Completed Letters: Ron Doe 9 Goldfinch Lane Boston, MA Dear Ron, Thank you for volunteering with our organization. Your $25 gif5t is appreciated. Sincerely, Thank you documents VolunteerLetter: Thank you for volunteering with our organization. Your <Amt> gif5t is appreciated. SmallLetter: Thank you for your <Amt> gift you made on <Date>. BoardLetter: We appreciate your <Amt> contribution. Your commitment to our group has helped us in our pursuit of See the Gift Processing chapter in this manual for more information on using these thank you documents. The Thank You Letter Table maintenance window displays all thank you letters defined in your system. User Defined Table The User Defined Code is a special field that your organization can use in any way you choose. Change the label User Defined Code to suit your needs. This field may be used as a prospect code to signify a prospect s contribution giving abilities. It could be used as a special alumni club code to sub define alumni donors. Or perhaps for special event coding. In essence, the User Defined Code is a second primary classification code. Changing the label is done in System GiftMaker Pro 99 Guide to Using - Getting Started

108 Preferences and will show up in the Data/Table Maintenance menu under that name. The User Defined Table allows you to define and record information about valid entries into that special code field that your organization has. The information includes a code and a description. To maintain the User Defined Table use the option User Code Table/Report in the Data/Table Maintenance menu. Code 1, 2, & 3 Tables The Code1, Code 2, and Code 3 Tables are code tables that your organization can use in any way you choose. They are similar to the User Defined Table described above. The code fields appear on the Custom Tab (page) of a Constituent. To define a label (name) for these Code tables, use the Custom Window Setup option from the Additional Preferences menu in System Preferences. See the GiftMaker Pro Reference Manual for more information on setting up and using Custom fields. Zip Code Table The Zip Code Table is used to assist you when entering addresses. By typing in just the zip code when entering an address, GiftMaker Pro looks up the zip code and then automatically inserts the city and state associated with the zip code. The Zip Code Table stores commonly used Zip Codes along with their associated city and state. Turn on use Zip Code Lookup in your User Preferences/Processing pane. You need to set the radio button to either Verify or Required. Processing Preferences located in User Preferences allows you to indicate use of the Zip Code Lookup feature. GiftMaker Pro 100 Guide to Using - Getting Started

109 The Zip Code Table maintenance window displays all Zip Codes defined in your system. It is possible to add records in the Zip Code table automatically based on constituents currently in your database. The Auto Build button/function will read all the constituents in your database and, based on the number of occurrences which you set, will add zip codes to the table. 1) From the Data menu, select Zip Code Table. 2) Click the Auto Build button. 3) When prompted to continue, enter the number of times a zip code must occur in the database before it is added to the zip code table. 4) Press the <Enter> key to process the automatic building process. The process may require awhile to process since all constituents must be read. When automatically building zip code table entries, GiftMaker Pro prompts you to enter the minimum number of occurrences of a zip code for it to be added to the table. GiftMaker Pro 101 Guide to Using - Getting Started

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111 Building Your Database One of GiftMaker Pro s most important benefits is that all information on your donors, prospects and others is stored in one master file. This greatly enhances accuracy, integrity and processing speed. GiftMaker Pro maximizes this feature by using one consistent method of accessing and maintaining the database. So whether you re adding prospects, donors, or contributions, you always use the same methods. This chapter will discuss all database information with the exception of donations and pledges. All contribution information is reviewed in the chapter Gift Processing of this manual. Each constituent has several associated files which store data about that person or organization. These associated files are: Classifications Memberships (if Membership module is enabled) Notations Relationships Addresses Donations Pledges Gift Summary By using these sub records, GiftMaker Pro allows for an unlimited number of comments/notations, mailing list classifications and gifts for each person. To define the difference between people and companies, each record is coded with an I Individual or O Organization. Each record can also have two names, commonly thought of as couples or husband and wife. The Constituent Maintenance option on the Dashboard and in the Data menu is used to enter and update the master file database in GiftMaker Pro. From here you can also enter and update gift information, and inquire into a donor s contribution history. GiftMaker Pro 103 Guide to Using Your Database

112 Windows of Information You can access the various types of information for each record from the constituent area. Addresses, Classifications, Donations, etc. each have their own window. As you select a constituent, any open windows are updated with information for that constituent if the Refresh all open windows option is turned on in User Preferences. Otherwise, the information for each sub record will be refreshed only when that window is selected. The constituent maintenance program contains multiple windows each with their own specific information. Following is an overview of the information stored on each of the windows accessed from within the Constituent Maintenance area. Constituent Selection List: This is an easy method of locating a constituent alphabetically in order to select it for viewing or updating. The list can be built using individuals names or organization names. From this display you can: open an existing record by double clicking on its line; add a new constituent; scroll through a page of records in the constituent list; or move to the next or previous page to search the master file. Constituent/Main window: Contains the main information about the person(s) or organization. This window is the starting point for each constituent. Constituent/Bio 1: Additional information is stored here such as salutations and user defined information. Constituent/Bio 2: Store additional biographical information for each constituent on this window. This is where you also establish target gift amounts and matching gift information for this record. You can also assign the solicitor. Constituent/Custom Information: Use this window to track user specific information not currently tracked in the system. Field labels are defined in System Preferences (Additional Preferences). GiftMaker Pro 104 Guide to Using Your Database

113 Organization Information: If there are multiple people associated with one organization, you can use this window to create a main organizational record so the contacts can be linked. Classification Information: People and organizations can be classified into multiple mailing lists (affiliations) through this display. A person/organization can be assigned to as many classifications as needed. It is recommended that each constituent has a Primary Class Code. Address Information: This window is used to store non current addresses for constituents. From here you can also individually switch a secondary address with the primary address. There is a separate routine in the File menu to automatically change groups of addresses by date or type. Membership Information: Contains the current assigned membership category for a constituent. It contains the date they originally joined, date most recently renewed and scheduled expiration date. This window can also display previous, expired memberships for the constituent. Membership features are only available if the Membership module is enabled. Notation Information: Unlimited, date stamped, free form notes can be maintained for each constituent. The notations for the current constituent are displayed in reverse chronological order. Each note can have an action date, completed date, keyword, and solicitor code, all of which can be searched on in the User Defined Retrieval or Tickler File areas. Relationship Information: Link or relate constituents by using codes established in the relationship table. Examples of relationship codes are: wife, husband, friend and club member. From here you can switch to related constituents. Gift Entry: Add new donations and pledges to selected individuals/ organizations on this window. Memorial/Honor Information: The data is maintained here for gift records associated to a memorial or honor gift. You may also define other types of gifts such as tributes and scholarships through the Data/ Membership/Honor Code Table. Matching Gift Information: When a gift is matched by a person s employer, this is the window where the matching component is maintained. Soft Credit Information: If credit for a gift is associated to another constituent, the associated Constituent window is stored on this window. Gift Summary Information: This upper portion of this window displays a list of summary information for each campaign to which the current constituent GiftMaker Pro 105 Guide to Using Your Database

114 has contributed. On the lower portion of the window is the grand total for all contributions. Donation History List: This window lists the donation records for the currently selected constituent. You have the option to sort the donation list in any order you need. Double clicking on a donation line will display the Donation Maintenance/Inquiry window for that donation. Pledge History List: This window lists the pledge records for the currently selected constituent. You have the option to sort the pledge list in any order you need. Double clicking on a pledge line will display the Pledge Maintenance/Inquiry window for that pledge. Moving Between Windows You can randomly switch between any of the information windows once you have selected a constituent. To switch windows you can do any of the following: Click on the corresponding window button from the window palette; Select from the pull down Window menu; or Press the corresponding Cmd/Ctrl key for the window. If the window you wish to switch to is already open in the background, singleclick on any part of it to bring it to the front and make it active. Window Cmd/Ctrl keys: L Constituent Selection List M Constituent Information O Organization Information 7 Bio 1 I Bio 2 8 Custom Information S Classification Information R Membership Information (if Membership module is enabled) K Notation Information J Relationship Information D Donation Entry P Pledge Entry G Gift Summary Window Menu/Window Toolbar Switching to various information windows can be performed by: the pull down Window menu; the toolbar buttons; or Cmd/Ctrl keys. All three ways give the same result. There will be times when a Window menu option is grayed out (not GiftMaker Pro 106 Guide to Using Your Database

115 able to be selected) although it appears on the toolbar. In these cases the menu overrides your selection availability. You may choose to display or not display the window toolbar by selecting the Show Window Toolbar? option from the User Preferences Toolbars window. Once you become accustom to the Cmd/Ctrl keys you may elect not to display the toolbar. This allows more area on the screen to view information windows. GiftMaker Pro implements a Window toolbar which corresponds to the Window menu. Command Menu/Command Toolbar Selecting processing modes can be performed from: the pull down Command menu; the toolbar; or Cmd/Ctrl keys. All three ways give the same result. There will be times when a Command Menu selection is grayed out (not able to be selected) but it may appear on the toolbar. In these cases the Command menu overrides your selection availability. GiftMaker Pro 107 Guide to Using Your Database

116 GiftMaker Pro implements a Command toolbar which corresponds to the Command menu. You are able to display (or not) the command toolbar by selecting or deselecting the Show Command Toolbar? option on the User Preferences Toolbars window. You have the option to show text on the toolbars and you can define whether you want to show tooltips. Once you become accustomed to the Cmd/Ctrl keys you may elect not to display the toolbar. This allows more area on the screen to view information windows. The Command menu will change depending on the current window being processed. If you are on a Constituent Information page, the menu will have Add Constituent, Update Constituent...; however, when on the Notation Window, the menu will change to Add Note, Update Note, etc. Processing Modes When processing data maintenance windows, there are three processing modes: view, add, update. Use view mode as you look through the records. You cannot modify your database while in this mode. Use the add mode to add new constituents, and related records, such as notations or donations related to a constituent. This new information is actually added and saved to your data file when you click the Save/Enter button or press the <Return> or <Enter> key on your keyboard. Use update mode to change existing information in a record. As with Add mode, the information is saved when you click the Save/Enter button or press the <Return> or <Enter> keys. In add or update mode, use the <Tab> key to move forward through the fields. To move backwards, press the <Shift> and <Tab> keys at the same time. GiftMaker Pro 108 Guide to Using Your Database

117 Field Entry When you press the <Tab> key to move forward (or <Shift/Tab> to move backwards) into a field that contains data, you ll notice that the data is highlighted (selected). If you start typing, the new data replaces the old. To insert characters in front of or behind the current value in the field, you can use the arrow keys (The left arrow key places the cursor in front of the first character and the right arrow key places the cursor after the last character in the field), or place the text cursor in the field with the mouse. Date Fields By default, the system displays dates in the American format of Month/Day/Century Year. If you prefer to show dates in the International format of Day/Month/Century Year, you can change the date format through System Preferences. Dates default to the current month and year. If you enter the day only, the system inserts the current month and year automatically. For example, if today s date is 12/25/04 and you type 10, the date field will show as 12/10/2004. If you type 1129 the date will become 11/29/2004. The slashes between month, day and year are entered automatically. Amount Fields To reduce keystrokes, amount fields default to zero cents if no decimal point is entered. To enter a value of ten dollars ($10.00) just type 10. Check Boxes Check boxes are used to indicate a yes or no response. The check box labels are normally worded as a question. When the box is checked (crossed) it indicates a Yes response. To check or uncheck a box, click on it. Check boxes are used in data entry to indicate a yes or no response. GiftMaker Pro 109 Guide to Using Your Database

118 Radio Buttons Radio buttons are displayed in groups to allow you to select one option from the group. Clicking on a radio button selects it and de selects whatever was previously selected. Radio buttons allow you to select one option in a group. Drop Down Menu Drop down menus are another way to select one option from a group. These buttons are distinguished by a button with a turned down triangle. By clicking and holding the button you display a list of all the available options. You can then drag the pointer to the desired option and release the mouse button to select the option and display it. Drop down menus let you pick an option from a group by clicking the button and dragging to your selection Code Fields When you enter any code into a field (for example, classification, membership category or campaign) the system verifies it against its corresponding table. If you type an invalid code, the system rejects it. To see a list of valid codes, you can use the Lookup command by clicking on the Lookup/L button, pressing Cmd/Ctrl L, or selecting the Lookup option from the Command menu. You ll see a dialog box with a list of valid codes for the field. You can double click on the code of your choice to place it in the field. GiftMaker Pro 110 Guide to Using Your Database

119 Selection Lists As you enter codes into the various code fields there are times when you don t know (or remember) what the available codes might be. When the cursor is in a code field and in some text fields, the Lookup/L button is active. Clicking on the Lookup/L button or pressing Cmd/Ctrl L causes GiftMaker Pro to open a Selection List window of valid entries. The system builds the selection list alphanumerically from the value placed in the entry field. For example, if there is nothing in the code field then the selection list starts from the beginning of the table. However, if there is a value of CAP in the field when you do the lookup then the selection list will begin with CAP and build from there. The maximum number of entries displayed in a selection list is set in the List Size/Table Selection field in your User Preferences/Processing pane. The software comes pre set to build 20 entries into a Constituent selection list and 100 into other table selection lists. When selecting table entries from a displayed list (classification, membership categories, campaigns...), or constituents from the Constituent selection list you can use the mouse or the keyboard. With the mouse double click on the desired line to select it. To use the keyboard you can move the selection bar (the line displayed in reverse image) by pressing the (up or down) arrow keys. Once on the desired line, press the <Return> key to select the item from the list. Data Entry Now let s review how to actually add and update information in the database. This section will discuss the steps necessary to add constituents. The processing flow starts with the Constituent window, and then will go to the next window set in the window movement section of User Preferences in the File menu. For more information on window movement see the section Automatic Window Movement. Adding New Constituent Information To insert a new constituent either click the Add button, select Add Constituent from the Command Menu, or press Cmd/Ctrl key A while on the Constituent Selection List window or on the Constituent window. When this option is performed, any operation currently in process halts and the addition of a new constituent is initialized. Press <Enter> or <Return> to save the information entered. GiftMaker Pro 111 Guide to Using Your Database

120 To add a new constituent: 1) From the Dashboard, select Constituent Maintenance option or Cmd/Ctrl M. 2) Click the Add/A button or press Cmd/Ctrl A. This puts the program in add mode for the current window. 3) Enter the appropriate information on all four constituent pages: Main/M, Bio 1/7, Bio 2/I, and Custom/8. Press <Tab> to go forward through the fields and <Shift/Tab> to go backwards. 4) Press the <Enter> key or click the Save button to save the information. If you don t want to save the information click the Cancel button. 5) From this point, you may add another record (select Add/A again), go to another information window for the new constituent (click button for appropriate window), or end the program (Cmd/Ctrl E or the End button). The Constituent window is where you maintain the name and address for a person. You MUST press <Enter> to save the information. Remember you are required to press <Enter> or <Return> to save the information in order to update the database. Switching windows doesn t save the information. It is possible to process a selected mode (add, update or find) as you go to a new window by holding a modifier key. Please refer to Window Shortcuts in the GiftMaker Pro Reference Manual. GiftMaker Pro 112 Guide to Using Your Database

121 Constituent records can be assigned as many classifications as applicable. This allows you to maintain multiple mailing lists in one data file. In many cases, as you add a constituent, you may want to attach a classification record (mailing list affiliation). Continuing with the previous steps the process would be: 6) Click the Class/S button or press Cmd/Ctrl S to open the Classification Information window. 7) Click the Add/A button or press Cmd/Ctrl A. This puts the program in Add mode for the current window. 8) Type in the classification code desired. When you press <Tab> the program checks for a valid code. If you don t know the code, you can display a list of codes by clicking the button Lookup/L or by pressing Cmd/Ctrl L. When the list appears double click on the code you want. 9) Finish entering the other information on the window. 10) Press the <Enter> key or click the Save button to save the information to disk. If you don t want to save the information click the Cancel button. 11) At this point you may elect to add another classification (select Add again), go to another information window for the current constituent (click button for appropriate window), or end the program (Cmd/Ctrl E or the End button). To add another constituent you must first return to the Constituent window (click the Constituent button or press Cmd/Ctrl M ) then go to Add mode (click the Add button or Cmd/Ctrl A ). GiftMaker Pro 113 Guide to Using Your Database

122 Standard Import Facility The Standard Import Facility imports data from an external text file into your GiftMaker Pro database. This is very helpful if you have bought lists from outside sources and don t want to type them in by hand. This utility can be used to import new constituent records, but no gift, membership or ticket details. Before using this utility, refer to the Standard Import Facility chapter in your GiftMaker Pro Reference Manual. Updating Information Updating can be more confusing than adding records. Whenever you want to change the information which already exists, use the Update mode. However, if you want to update a person currently in the database by adding a new classification for them, you would use the Add mode on the Classification Information window. It is easier to think of the processing modes on a per window basis rather than per person. To update a constituent you must first locate the person or organization. See Finding Records later in this chapter for instructions. The steps needed to update a constituent are: 1) From the Dashboard, select Constituent Maintenance option or Cmd/Ctrl M to open the Constituent window. 2) Click the Find/F button or press Cmd/Ctrl F. The Find by field must reflect Name Person1 for this example. 3) Type the name of the person you want to find. First name is optional; Last name is required. Press the <Enter> key or click the Find button. If there is a record with that name, the constituent will be displayed in View mode. Otherwise the next closest record will be found. 4) Click the Update/U button or press Cmd/Ctrl U. This puts the program in update mode for this window. 5) Change the information as needed. Press <Tab> to go forward through the fields and <Shift/Tab> to go backwards. You may also use the mouse to click into any field. You can click on the Bio 1/7 or Bio 2/I pane to remain in update mode and change information on those screens as well. 6) Press the <Enter> key or click the Save button to save the information to disk. If you don t want to save the changes click the Cancel button. GiftMaker Pro 114 Guide to Using Your Database

123 7) At this point you may elect to update another record (start over at step 2), go to another information window for the current constituent (click button for appropriate window), or end the program (Cmd/Ctrl E or the End button). You can also update the information for this record on the associated subwindows (classifications, notations...). Once you have opened a sub window, select the information to update by single clicking a line in the list. The upper portion of the window fills in with the information selected. In many cases you may want to update (change) a current classification record (mailing list affiliation) for a person. Continuing with the previous steps the process would be: 8) Click the Class/S button or press Cmd/Ctrl S to open the Classification Information window. 9) The classification being updated must be displayed in the top of the window. If it isn t, click on the proper line in the list below to make it active. 10) Click the Update/U button or press Cmd/Ctrl U. This puts the program in Update mode for the current window. 11) Click into the field you wish to change or use the <Tab> key. 12) Press the <Enter> key or click the Save button to save the information. (If you don t want to save the information, click Cancel.) 13) At this point you may add or change another classification, go to another information window for the current constituent (click button for appropriate window), or end the program (Cmd/Ctrl E or the End button). Deleting Records CAUTION Deleting a person or company may affect your contribution record keeping. Removing a constituent also deletes their detailed gift records. Remember, it is possible to mark any record as I (inactive) or D (deceased) in the Record Status Box on the Constituent window. There are records which you are not able to delete, such as: records with a donation or pledge total greater than zero, solicitor record, records that are marked as a Send Notification Name for a memorial record, or records with event attendee records. Deleting a constituent is much like updating. To delete a constituent, first locate the record. Having made a selection, the program forwards you to the Constituent window. Once you are in a record you may select the Delete Record option from the Command menu. It will confirm your deletion intentions. After you respond, the GiftMaker Pro 115 Guide to Using Your Database

124 program will delete all associated subsidiary records (classifications, memberships, relations, notes and gifts) then delete the constituent. The following are the specific steps taken to delete a person or organization. 1) Select Constituent Maintenance option from the Dashboard, or Cmd/Ctrl M. 2) Find the Person/Organization desired. 3) Select Delete from the Command toolbar or Command menu. There is no keyboard equivalent for this function. 4) When asked if you are sure about deleting this record, double check to see that you are deleting the proper record and click the appropriate button. (Note: when you delete a record it removes all information connected to that record, including all gift information) 5) Choose End to return to the Dashboard. Deleting Sub-records You can also delete the information on associated sub windows (classifications, notations,...). Once you have opened the relevant window, select the list line (record) to delete by clicking on the line in the list. The upper portion of the window fills in with the selected record. When deleting information from subwindows, you are removing the information displayed in the upper portion of the window. As an example, to delete a current classification record (mailing list affiliation) for a person, the process would be: 1) From the Constituent window, click the Class/S button or press Cmd/Ctrl S to open the Classification window. 2) The detail classification record being deleted must be displayed in the upper portion of the window. If it isn t, click on the appropriate line in the list below to make it the active record. 3) Click the Delete button. 4) A message will confirm your intentions to delete the record. If you still wish to remove it press the <Enter> key or click the Yes button. 5) At this point you may elect to add, change or delete another classification, go to another information window for the current constituent (click button for appropriate window), or end the program (Cmd/Ctrl E or the End button). GiftMaker Pro 116 Guide to Using Your Database

125 Organizations and Contacts All constituents in your GiftMaker Pro database must have a Record Type of individual or organization. This Record Type is indicated by a radio button selection on the Main Constituent page and is represented on reports and an I or an O in the appropriate report column. Constituent records coded as an Organization type record are linked to the Main Organization Record. This enables multiple constituents with the same organization to be associated to each other. Each organizational record is associated to a main record for that organization. This allows for multiple contacts for an organization. Organization Main Record Microsoft Corporation 321 Seaview Road William Gates Microsoft Corporation 321 Seaview Road Michael Maples Microsoft Corporation 321 Seaview Road Andrew Berman Microsoft Corporation 321 Seaview Road When a constituent is added as a Record Type of Organization, an Organization Information window is also created. Once this is created, you can use it to link other organizational contacts. To update the organization information, you must first locate a record with a Record Type of Organization. You will notice that the Organization Info/O button is visible. Clicking this button or pressing Ctrl/Cmd O opens the Organization Information window. The Record Type field when the Record Type is an individual: The Record Type field when the Record Type is an organization: GiftMaker Pro 117 Guide to Using Your Database

126 The Organization window contains data shared by multiple contacts from one organization. Linking Additional Contacts to an Organization When adding a new constituent associated with an organization that you already have in the database, the easiest method is to use the Lookup feature from within the Organization field to show a list of organizations. The same process is used when linking an existing constituent to an organization. The Organization Selection display list allows you to select from organizations already in your database. When you are in add or update mode for a constituent follow these steps to link to an existing Organization Main record. 1) The Record Type for the constituent must be Organization. 2) Place the cursor into the Organization Name field and type the first few letters of the name. Upper and lower case is important here. This provides a starting point from where to build the selection list. 3) Click the Lookup button or press Cmd/Ctrl L. 4) The Organization Selection window will appear. 5) Double click on the line containing the organization you want. 6) This will automatically close the selection window and return you to the Constituent Information window with the Organization Name and main address inserted. GiftMaker Pro 118 Guide to Using Your Database

127 Displaying Other Contacts Click the Organization Contacts button to display a list of other contacts for the current organization. When the Organization Information window is open you are able to display a list of other constituents associated with the current organization. To open the display list, click the Organization Contacts button. By double clicking on one of the other contacts, GiftMaker Pro will switch constituents to make that the current record. Changing Organizational Addresses If you need to change the address or name of an organization which has several contacts, it is easier to change the Main Organization record rather than each of the contacts. When you update the Organization Information window you will be prompted with the question Do you want to change the information for all contacts of this organization? By clicking the Yes button, GiftMaker Pro will update all the contacts with the new address information. User Preferences User Preferences allows you to configure your system to work the way you do. You can define data entry default fields in order to reduce the number of keystrokes needed to enter a record, indicate how the program processes information and develop macros to dictate the flow or sequence of windows. User Preferences are stored for each user (staff member) and are automatically loaded when a user signs on to GiftMaker Pro. They are memory resident and a user may change his or her preferences for any particular data entry session. Changes are made in User Preferences under the File menu. Default Entries Default entries are used in GiftMaker Pro to reduce time and keystrokes when you add new information. For example, while entering a batch of gifts to the same campaign, fund and source, all of similar amount, you would pre set the User Preferences data entry defaults for the campaign, fund and source code and gift amount so all the records would automatically reflect that information no need to manually enter that information for each gift. GiftMaker Pro 119 Guide to Using Your Database

128 Using default entries can greatly reduce data entry time and increase productivity. For example, if you know that you will be entering several new constituents that all live in Nashua, NH and gave $25 to a specific campaign, adjusting your default entries will allow you to have that information added automatically as you go to add each new record. You will find that during heavy data entry times, using the default features will save time and reduce typographical errors. All default entries are optional; if you leave a default field blank, there will be no value entered for you. Any default value can be over written during the actual data entry. There are multiple panes to the User Preferences window, each allowing you to enter default values to various fields. The User Preferences option allows each person to tailor data entry defaults for their own uses. The Detail pane to the User Preferences window: GiftMaker Pro 120 Guide to Using Your Database

129 The Gift pane to the User Preferences window: The Thank You pane to the User Preferences window: GiftMaker Pro 121 Guide to Using Your Database

130 The Member pane of the User Preferences window is available when the Membership module is enabled. Window Movement The Movement tab of your user preferences allows you to dictate how the processing flow will be handled in the Constituent Maintenance program. The Window Movement options combined with the default entries make for a very powerful feature. It is helpful to understand the Constituent Maintenance program before you tackle setting up window movement. This window is a matrix of information windows and processing modes. The values which are entered into the matrix are also a combination of windows and modes. Using the following diagram there is a DA in the entry field for Constituent Selection List under the After Find column. This indicates that after you double click on a line in the Constituent Selection List (to find/select a record), the program will automatically go to the Donation window (D) in Add mode (A). Also in this example, in the field for Donation window under the After Add column, you see a value of LF. After you have added a donation record, processing will automatically open the Constituent Selection List window (L) in Find mode (F) to locate the next donor. GiftMaker Pro 122 Guide to Using Your Database

131 Window movement lets you control how the windows are processed in the Constituent Maintenance program. Used in conjunction with default values (in this example, default campaign, fund, donation amount and donation date), you can reduce your keystrokes by not being required to manually open and close windows and automatically have information in the fields so you don t need to type it in! Processing Preferences Processing preferences is a group of defaults which control the way GiftMaker Pro operates as you use it. The User Preferences/ Processing window lets you set how GiftMaker Pro processes many of your requests. Toolbar Preferences Most windows in GiftMaker Pro have toolbars to guide the user through various program features. Depending on the knowledge of the user, you can set how much detail you want displayed on the toolbars, the location of the Window toolbar, and if you want Help Bar information displayed as you move your cursor GiftMaker Pro 123 Guide to Using Your Database

132 over fields. Once you become more familiar with GiftMaker Pro and its speed keys, you may elect to show less detail to the toolbars. The GiftMaker Pro Reference Manual defines all the preferences in detail. User Preferences Hierarchical Menu There are also a number of User Preference items which may be selected directly from the hierarchical menu. When the item is checked it indicates the option is active, when unchecked the feature is inactive. The User Preferences hierarchical menu allows quick and easy access to some of your processing preferences. Finding Records There are five (5) ways to access records within your database: Find record function Next/Back record function Constituent Selection List Related Records GiftMaker Pro 124 Guide to Using Your Database

133 User Defined Retrievals Find record function While on the Constituent window, you can use the Find function and locate a record by a number of fields: Name Person 1, Last Name Person 2, Organization Name, State Code, Zip Code, Constituent Selection List, Record Number, Class Year, Telephone 1 or 2, 1 or 2 or Member ID. On the Bio 1/7 pane, a find can locate records based on the User Defined indexed fields, the Solicitor Assigned field, Social Security field, or Alternate 1 and 2 fields. To find a particular record select the find command by either: clicking on the Find button (binoculars) selecting Find from the Command pull down menu or by pressing Cmd/Ctrl F. This will clear the window and place the cursor (insertion point) in the field currently selected as the find field (initially set as Name, Person 1). By typing in the value, or partial value, to search and pressing the <Enter> key (or clicking the Save button) the program will locate and display the first record that matches. If there is no record with an exact match, the program will display the next record in the index. The Find function can use any of these fields to find records. To change the Find by field click and drag on the drop down menu. GiftMaker Pro 125 Guide to Using Your Database

134 A Name, Person 1 find will allow you to use both the first and last names in the search. If you do use the first name, the last name must be complete. If you use just the last name, you may enter a partial name. This is not case sensitive. 1) Open either the Constituent Main page or Bio 1 Information page. 2) Select the required Find by field. 3) Click the Find button or press Cmd/Ctrl F. 4) The cursor will be placed on an empty record with the text entry point in the appropriate field. 5) Enter the information you are looking for. 6) Press <Enter> and GiftMaker Pro will find and display the information requested. To change the field used in finding records, click the Find by drop down menu on the top of the Constituent page and drag to the desired field. The current field used for finds is shown in the button. Automatic Find Mode Shift Key: Automatically initiates a Find mode when you select from the Find by drop down menu. For example, the Find by field is set for Name, Person 1 and you want to find a record based on Organization Name: Hold the <Shift> key and click on the Find by list to change the field by which to find. This will change the Find by field then automatically put you into find mode. It is important to remember that a Find only finds the first occurrence or the one closest to the requested value. By using the next and back function you can locate records around the entered value. Next/Back record function The Next and Back functions will typically be used with the Find function described above. An important consideration to remember is that the next or previous record (alphabetically) is based on the current Find by field setting. Example 1: If the Find by field is set at Name Person 1 and you use the Next function, it will find the next record alphabetically by Last Name or Person 1, e.g., Adams, then Addison, then Akinson, and so forth. Example 2: Find by field is set at Organization and you use the Next function, it will find the next record alphabetically by Organization name, e.g., AAA Real Estate, then ACME Supply Co, then American Widgets Inc., and so forth. GiftMaker Pro 126 Guide to Using Your Database

135 Example 3: Find by field is set at Education (user field 1) and you use the next function it will find the next record alphabetically by the Education user field, e.g., Acme University, then American Intl College, then American University, and so forth. Constituent Selection List This displays a list of constituents from which you can then choose. The number of records listed is controlled in the User Preferences window under the File menu and is adjustable from the Processing pane. By entering a value or partial value, the list will be built starting from your entry. For more information in processing this list window see Constituent Selection List under Window Definitions later in this chapter. Following is an example of how to locate constituents using the List function: 1) From the Dashboard, select Constituent Maintenance. 2) Click the List/L button or press Cmd/Ctrl L. 3) Select a Build list by option and enter a value in the text field. This entry can be a complete value or just the start of one. Press <Enter> or click the Process button to build the list. The list will be built starting from your entered value. 4) Double clicking on a line will select that record and the corresponding Constituent window will open. If you single click on a line and use a keyboard shortcut to open a corresponding sub window, the selected subwindow will open for that constituent. It is possible to set your window movement preferences so when you double click on a line it automatically opens a window in a specified mode (add, update, find, view). User Defined Retrieval You can search the database for a select group of records by using the User Defined Retrieval option. When the records are found, you can move them to the Constituent Selection List. This method allows you to have the functionality of the Constituent Selection List with the added advantage of building it by some search criteria other than just name. You may want to review the gift history for all your major donors, add information to the hot prospects, create individual notations for the board of directors, or contact a select group of prospects. You can: search on various criteria select the Display List output option GiftMaker Pro 127 Guide to Using Your Database

136 Addresses manipulate the list copy the list to the Constituent Selection List start the Constituent Maintenance option open the Constituent Selection List and the selected records will be there in the order in which you sorted the display list The Address window is where you maintain extra addresses for a record; for example, when individuals have multiple addresses such as vacation/winter homes. You can also use the address storage to hold previous (historical) addresses. The Automatic Address Change option will update addresses based on a specified date for those who change addresses during the year, or based on address type. Address Maintenance An unlimited number of secondary addresses can be stored for a person or organization. Any secondary address can be changed to primary through this window. You can define secondary or non current mailing addresses for the current constituent. This window is also used to individually switch a secondary with a primary address. The top portion of the window displays the current primary address of the constituent. The middle portion of the window is the currently selected secondary address from the list on the lower part of the window. To pick a secondary address from the list just click on the line. To change a secondary address to become the primary address, first select it, then click the Make this address primary button. This process will change the primary address to become secondary and the selected address will become the primary. GiftMaker Pro 128 Guide to Using Your Database

137 Address History If you desire, GiftMaker Pro will store previous addresses automatically as you enter address changes. The old addresses are kept in the Address sub window and are given the address type P (Previous address). You set your System Preferences to indicate whether you will want to keep historical addresses. System Preferences is where you indicate that you would like to automatically maintain historical addresses. There are three options available from the drop down menu: Never GiftMaker Pro will check your address changes but will not store any historical addresses. Sometimes When updating the Constituent window and you change any of the fields in the address block, you will be prompted to save the address. The default button will be to NOT save the address. Usually When updating the Constituent window and you change any of the fields in the address block, you will be prompted to save the address. The default button will be to SAVE the address. If you check the Usually option for Keep Address History GiftMaker Pro will ask you to save addresses that get changed. Automatic Address Change One of the many features of GiftMaker Pro is the ability to maintain multiple addresses for constituents in your database. This permits you to maintain communication and continue solicitations with people no matter what their current address may be. Although only a small percentage of your records may require multiple addresses, in a large database that may add up to a substantial number of people. To free you from the chore of maintaining the individual records every time they change primary addresses, you can use the Automatic Address Change option in the Data/Global Maintenance menu. GiftMaker Pro 129 Guide to Using Your Database

138 Use this option to automatically change secondary addresses to become primary. This will search all secondary addresses with a change date on or between the range entered. The Automatic Address Change program searches all the secondary addresses. If an address change date is within the selected date range, GiftMaker Pro changes swaps the addresses, replacing the primary with the chosen secondary address. For example, a constituent could have two residences, one for the winter and one for the summer. In addition to the address displayed in the Constituent window, the Secondary Address information window will show another address. The summer address has a change date of 05/15, May 15th. (The change date is an approximate month and day when the person changes primary residence.) The winter address has a change date of 11/15, November 15th. If the current date is mid May and you are about to perform a personalized mailing, you would want to mail to the summer address. We would run the Automatic Address Change program, enter a date range of 05/01 (May 1st, the From: date in the Automatic Address Change window) through 05/31 (May 31st, the To: date). This would change all of the addresses that are to be changed during the month of May. Once the addresses are processed, the person would have the summer address indicated as the primary address. This option also displays a report of all the addresses which were changed during the process. If you wish to print the report select the option under the Print menu ( P at the top of the vertical scroll bar). Duplicate Records Not only can duplicate records in your database cause inaccuracies in your record keeping, but they can be an embarrassment when donors get more than one solicitation letter. You don t want your constituency to feel that you are wasting postage on duplicate mailings. It is also important to have all of a donor s contributions posted to one constituent rather than several (duplicate) records. GiftMaker Pro helps you identify duplicate records as you re adding or updating constituents. It also can review the entire database (or portions thereof) to help identify duplicates or near duplicates. GiftMaker Pro 130 Guide to Using Your Database

139 A unique feature of GiftMaker Pro allows you to merge two records which you identify as duplicates. This frees you from the trouble of manually removing all the detail information from one constituent and adding it to the correct record. Duplicate Checking During Maintenance As you add and update constituents, GiftMaker Pro checks for other records with the same name. However, the name has to be entered identically. For example, if the middle initial is not entered on one record but is entered on another record, or if the prefix is different, the program doesn t recognize them as duplicates. As you exit the Suffix 1 field or press the <Enter> key, the program checks your database. If another record is found with the same master key, it returns a message informing you of the duplicate. The exact comparison is on the master key, which does not differentiate between upper and lower case. The master key format is based on person one s name and is defined as: Last Name (15 characters, including spaces), First Name (7 characters), Middle Initial (1 character), Prefix (5 characters), Suffix (2 characters). Batch Duplicate Reporting The Duplicate constituent check option under the Data menu can look at the entire database or any portion of it. This routine not only finds exact duplicate records but it also identifies near duplicates. In this process you are able to do comparisons by name or by address. This program creates a report for you to verify the duplicate records identified. Use the report to help you decide which records could be merged into a single record. The Duplicate constituent check allows you to choose which criteria is used when searching for duplicate constituents. GiftMaker Pro 131 Guide to Using Your Database

140 Merging Duplicate Records The merge process takes detail information from two constituents and combines them. This program assists in combining duplicate records. Use the Merge Duplicate Records option under the Data menu to combine two records identified as duplicates. The merge process adds detail information from one constituent to another constituent, and then removes the duplicate record. The constituent to be kept is termed the Destination Constituent Recordand the record you are merging from is the Source Constituent Record. The process will add the Source detail information (donations, pledges, classifications, notations and membership) to the Destination record and then delete the Source record. To merge records you are required to enter the constituent numbers. You can find record numbers on the reports produced in the Duplicate Record Check option. Constituent record numbers are also displayed in the top center of the Constituent window. The Duplicate Record Merge window allows you to combine duplicate record information without the need to re-type information. GiftMaker Pro 132 Guide to Using Your Database

141 File Backup Your database, once built, may store one hundred names or one hundred thousand names. It may have taken you a few days or a few months to build, but it can take just a second to lose it all should your hard drive or server fail. You can protect your database by creating back up copies of your data file on a regular basis. GiftMaker Pro includes a database backup function offering you an easy way to copy a GiftMaker Pro data file for backup purposes. If your database is stored on a server that you re confident is already part of a frequent, reliable backup routine, there is no need for you to replace that process with data backups performed through this menu option. A data copy created by GiftMaker Pro will be saved to the same folder as your current data resides. It will be your responsibility to later move the backup file created by GiftMaker Pro/EventMaker Pro to an external media, using system commands such as Cut and Paste, to protect your backup from possible harddrive or server failure. For complete instructions on how to use GiftMaker Pro s built in database backup function, please refer to the File Backup chapter in your GiftMaker Pro Referrence Guide. GiftMaker Pro 133 Guide to Using Your Database

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143 Target Mailings One of the more important reasons you have a fund raising database is to organize your lists so you can process target mailings. It is important for you to maintain your database accurately so later you can retrieve records you need using defined criteria. This chapter will review both the data organization aspect and the processing of User Defined Retrievals to access your database. Classifications as Mailing List Categories The classification system in GiftMaker Pro is very important and a powerful tool. It serves as the means to segment your entire database into manageable mailing lists. Classifications (affiliations) are categories which you assign to constituents such as prospects, volunteers, alumni, board of directors, etc. People can be assigned to as many classifications as applicable. This allows you to maintain multiple mailing lists within one central database. To use the classification system, you must first define your classification codes. This is performed in the Classification Table/Report option in the Data/Table Maintenance menu. This table may be added to and changed at any point, and holds an unlimited number of codes. However, it is suggested that you build the table initially with an eye towards the types of lists you will want to output later. Once you have created classification codes, you may then apply them to constituents through the Classification window of the Constituent Maintenance option. Please see the GiftMaker Pro Reference Manual for directions on operating these features. GiftMaker Pro 135 Guide to Using Target Mailings

144 People and organizations can be classified into multiple mailing lists (affiliations) through the Classification window. A constituent can be assigned as many classifications as needed. However one classification is always considered the Primary classification. The main reason for the primary designation is for gift analysis reporting. When performing an analysis by classification group(s), a person should only appear on one list. This ensures that your group subtotals equal the total giving amount. Retrieving Data The main method of retrieving selected records from your database for target mailing is through the User Defined Retrieval option located in the Retrieval menu. The User Defined Retrieval option allows you to search the database for almost any purpose and create a report or other output using that information. The User Defined Retrieval option allows you to define the parameters to search the database. In a User Defined Retrieval, you target the information by defining the parameters for a search called a Retrieval. The Retrieval is based on selected fields and compare values that you define within the Data Selection option. After you define the Retrieval, you choose what output you would like in the Output Options window. Once you have done the first two steps (data selection and output options) you then process the request by clicking on the Process Output button. A retrieval parameter is a line which indicates the criteria you wish to use when searching the database. You select the field, a function and a comparison value. An example would be to search the database for all zip codes equal to You may also build a retrieval search with multiple parameter lines such as all constituents with a zip code equal to AND Classification Code equal to ALUMNI. Continuing with this example you may also search for multiple groups such as zip code equal to OR zip code equal to GiftMaker Pro 136 Guide to Using Target Mailings

145 Remember that the Function selection list changes depending on the search field you select. While we don t recommend that you begin a retrieval with a negative search as they run more slowly, on occasion you must. The NOT EQUAL TO function is usually available for any line of a retrieval, while the NEVER function is not available in the first line. Please refer to the GiftMaker Pro Reference Manual for an in depth review of all the options when processing the User Defined Retrieval. Search Techniques All Records To extract all the constituents in your database select the line All Constituent Records in the Constituent Information group (last line in the group). Not Equal to vs. Never search functions In ordinary speech, not and never are used interchangeably. To GiftMaker Pro, however, there is a sharp difference between the logical functions NOT EQUAL TO and NEVER. Understanding that difference can determine whether or not your User Defined Retrieval gives you what you want. For fields like State, where there is only one possible value per Constituent, a simple search using NOT EQUAL TO will work. However, when searching on fields like Classification Code, Donation or Pledge detail fields, Memberships or Notations, where multiple sub records may be associated with a Constituent, you can use either NOT EQUAL TO or NEVER. The results will differ in critical ways. Take the case of Mr. X. He lives in Massachusetts, and has made contributions to Campaigns as follows: ENDOW 01/02/04 $5, CAPTL 01/15/03 $5, ANNUL 08/16/03 $ The Director of Development wants a list of people outside of New Hampshire who have not contributed to the Capital (CAPTL) Campaign. What should be used for search parameters in this retrieval? Let s try: State NOT EQUAL TO NH AND Donation Campaign NOT EQUAL TO CAPTL There is only one State value on each Constituent, so State must be either EQUAL TO or NOT EQUAL TO NH. Mr. X lives in Massachusetts so he meets the first line criteria. The retrieval then looks at Mr. X s donations, checking the campaign of each one. His first listed donation is to the ENDOW Campaign. ENDOW is NOT EQUAL GiftMaker Pro 137 Guide to Using Target Mailings

146 TO CAPTL. He therefore meets the search criteria and is placed in the output list, and the search moves to the next Constituent. Mr. X has given to the Capital Campaign, but also gave to a campaign which is NOT EQUAL TO CAPTL. What the director really wants to know is who has NEVER given to the Capital Campaign: State NOT EQUAL TO NH AND Donation Campaign NEVER CAPTL Mr. X meets the first line criteria as before, but a NEVER search of donation records does not stop as soon as it finds a Campaign other than Capital. Instead, this search continues through all of his donations. If the search finds no donation to the Capital Campaign, Mr. X is placed in the output list. However, if the search discovers a donation to the Capital Campaign, as in this case, Mr. X is not placed in the list, and the search moves on to the next Constituent. In summary: NEVER checks all sub records associated with a Constituent until it either reaches the end of the listing or finds a record that invalidates the search. In contrast, NOT EQUAL TO stops as soon as it finds a record that validates the search. Primary Output File Since there are so many types of information available for selection in the User Defined Retrieval, the program needs to know the primary type you wish to output. If, for example, you want a report showing detail donations, then at least one of the parameter lines needs to search for information in the donation file. You must also set the Primary Output File to Donation. Retrieval Output Options The User Defined Retrieval/Output Options window allows you to choose what is to be done with records found as a result of the search defined on the User Defined Data Selection window. Each type of output has additional options to sub define the parameters for that output type. It is possible to output multiple options in one processing run. The Output Options window is designed to be used after the User Defined Retrieval search parameters have been defined. There are four sections in this window, each of which may need to be adjusted for the current output. The most important aspect is the Output Formats choice. Use the check boxes to select your required output format. Associated to each output format are buttons to display the additional parameters for each choice. On the top left portion of the window are radio buttons that indicate which person on the constituent is to be used during output. The Mail Facility is an optional feature and is only available to you if you have the Mail Standardization Facility from Campagne Associates. The section at the bottom left is the sort sequencing GiftMaker Pro 138 Guide to Using Target Mailings

147 selection. This area allows you to choose how your retrieved group is to be sorted. There is a display box at the bottom of the screen which will show the total amount of records found in the search once the retrieval is processed. Output Formats Each output format has additional parameters to sub define exactly the type of output you need. Below are descriptions of each type of output format. Please see the GiftMaker Pro Reference Manual for a complete description of their respective parameters. The output options window lets you select the type of output for records selected by the User Defined Retrieval parameters. You can have more than one output option for any retrieval. Print Report This allows you to print a report of the records within the selected search criteria. Click the Report Parameters button, or use the Cmd/Ctrl R to open the Report Parameters window. Display Report This allows you to display a report of the records within the selected search criteria. Click the Report Parameters button or use the Cmd/Ctrl R to open the Report Parameters window. The report is the same as the printed version except displayed on your screen. While displaying a report you may choose to print the report. To print the report while it is still being displayed, click on the P at the top of the scroll bar and select your desired option. To end a displayed report click the Close box in the upper left hand corner. Notes You CAN T select both print and display reports during one output processing run. If you wish to process both types of output select display report. While the report is shown on screen you can pull down from the P at the top of the scroll bar and select to print the entire report or a selected page. GiftMaker Pro 139 Guide to Using Target Mailings

148 You are able to display more than one report at a time; the number of open reports is limited only by your computer s memory. To place a displayed report in the background, simply make the window smaller and click on another window to bring that window to the foreground. Mailing Labels Envelopes Export File This option allows you to print mailing labels for the records selected in a retrieval. The labels are printed on the printer currently selected. Click the Label Parameters button, use the Cmd/Ctrl B, or select Label Parameters from the Command menu, to open the Label Parameters window. Click the Envelopes check box to print envelopes for the records selected in the retrieval. The envelopes are printed on the printer currently selected. Click the Envelope Parameters button, use the Cmd/Ctrl F, or select Envelope Parameters from the Command menu, to open the Envelope Parameters window. When printing to a laser or other page style printer, be sure to change the page orientation to print the envelope (page) sideways (wide). Use the Export File option to create files for word processing merges or spreadsheet analysis. Click the Export Parameters button, use the Cmd/Ctrl A, or GiftMaker Pro 140 Guide to Using Target Mailings

149 select Export Parameters from the Command menu, to open the Export Parameters window. Classifications Notations This option allows you to add detail classification records to all of the records found in a search. This is a batch method of maintaining the database through the retrieval process. You must indicate the classification information before processing the output. Click the button Classification Info, press Cmd/Ctrl ʹI, or select Classification Information from the Command menu to display the window. You may add a detailed notation to all of the records found in a search. This is a batch method of maintaining the database through the retrieval process. You must indicate the notation information before processing the output. Click the Notation Information button, press Cmd/Ctrl K, or select Notation Information from the Command menu to display the window. Profile Reports You can print one page profile reports for every constituent found in a search. Use the Profile Format window to format the reports by clicking the button, pressing Cmd/Ctrl Y, or selecting Profile Format from the Command menu. Use this window to select options for Profile Reports processing The output can be printed or displayed. Clicking the button Select All or UnSelect All will check or uncheck all the information types. GiftMaker Pro 141 Guide to Using Target Mailings

150 Display List The most powerful and flexible output format is the Display List option. Using Display List will allow you to define a scrollable list window, manipulate the results and still have access to all the other output types. Once you select the Display List check box, you can open the Retrieval List Definition window by clicking the List Definition button, pressing Cmd/Ctrl U, or selecting List Definition from the Command menu. On the Retrieval List Definition window you can select up to 15 fields to list. Double clicking a field in the list on the left will move that field to the list on the right in the position indicated by the radio button. It places the field name under the column title and the field size into the column width area. You can also choose how you want the information sorted. Once you have processed the retrieval, a list of records will appear. At this point you have the ability to delete lines, change the field names, resize the column, and re sort the list. You may then still select any of the other output options except zip code analysis. Let s use an example to better illustrate the Display List option. Say you are preparing for a phon a thon and you want to find all of the people to call. First you must choose the search criteria to retrieve a certain group of records. Then you would select the Display List option from the Output Options window. In the Retrieval List Definition window you would select the appropriate fields to appear on a report such as: Name, Organization, Telephone, Primary Classification, Largest Donation and Last Donation. You would then indicate to sort the output initially by telephone number. Now, when you process the retrieval and the records appear on the output list window, they will appear in telephone number order with those missing phone numbers at the top. Without a phone number, these people are of little value in a phon a thon. Use the Remove Line(s) function to remove them from the list. Once they are gone, you then select List Define and re sort the list by Largest Donation Amount to list your largest donors first. Now select the Output button giving you access to the output options discussed earlier. Select the Profile Reports option to print a complete donor history for each person you are about to call. Note: Do not display profiles to the screen. In summary, Display List lets you choose what information you see in a report, manipulate that information and then output it in a number of ways. Get to know how the Display List works, you will appreciate the power and time it will save you. GiftMaker Pro 142 Guide to Using Target Mailings

151 Zip Code Analysis GiftMaker Pro can output a report summarizing the occurrences of each Zip Code found in a retrieval. The Zip Code Analysis option counts the number of records found within each zip code and creates a report. You indicate the level to summarize by through entering the number of comparison digits. Typically you will summarize by the first 5 of the zip code. Canadian users by 6 characters and Australian by 4 characters. Zip Code analysis is used when processing a large mailing so you can provide the post office with the information to get your bulk mailing rate. The Zip Code Analysis report subtotals the count for the constituents selected in each 5 digit zip code. Send Using the Send option is an easy way to send messages to a group of people. To send from a user defined retrieval, you can establish your search parameters to include: Address 1 Not Equal To *Blank. Select the Send check box on the Output Options window and the Send Mail window will open once your retrieval is processed. See the chapter later in this manual or the box section of the Data Menu chapter in the GiftMaker Pro Reference Manual for details in sending . Combined Mailing for Related Records In cases where you have two related constituents with the same address (residence), you may want to send only one piece of mail to them rather than a duplicate mailing. Not only does this assist in reducing your mailing costs, it also helps you improve your organizationʹs image. GiftMaker Pro 143 Guide to Using Target Mailings

152 You can combine mailings to two constituents by relating them and indicating which will be the main record to be selected in mailings. Note that both names are listed on the main record. The classic example is that of a married couple. For any number of reasons you may want to keep separate constituents for each person rather than having both appear in the same record. However, when you send newsletters and some solicitations, you want to send just one mailing addressed to them both. In other situations they should get separate mailings addressed individually. When relating two constituents for combined mailing you should have both names in the main record. If you are relating the two records for Carl Andrews and Mary Andrews with Craig as the main mailing record, you should have Mary named as person two on Craig s record. Once a constituent has been indicated as not the mail to record (secondary record) they cannot be made the mail to record for another relationship. When you process the User Defined Retrieval to select the constituents for your mailing, be sure to check the Primary Relation Only option. It is this indicator which will combine related records for mailings. GiftMaker Pro 144 Guide to Using Target Mailings

153 To combine a mailing for related records when processing a retrieval, check the option Primary Relations Only on the data selection window. Do Not Mail/Do Not Solicit/Do Not Phone In your database there may be people/organizations to which you do not wish to send mailings and/or solicitations and/or call. For those select constituents you may check the box(s) on their Constituent window for Do Not Mail and/or Do Not Solicit and/or Do Not Phone (User Defined). Note: the Do Not Phone is able to be customized in the System Preferences. When one or more of the three fields is checked on the constituent, the User Defined Retrieval will NOT select the records for output unless the corresponding Include box is also checked. If you use the User Defined Retrieval to process records for something other than a mailing or solicitation or phonathon (gift report, notation retrieval for your to do list) you probably will want to have these records included as part of the output. The default is set to Include Do Not Mail, Include Do Not Solicit and Include Do Not Phone (User Defined) but the defaults can be changed for each user under the User Preferences/Processing window. To indicate do not mail or solicit or phone constituents, you must check the appropriate boxes on the Constituent window. GiftMaker Pro 145 Guide to Using Target Mailings

154 Mailing Labels Mailing labels are just one of the many types of output the User Defined Retrieval can process. By clicking the Label Parameters button, using Cmd/Ctrl B, or selecting Label Parameters from the Command menu, you will open the Label Parameters window. The label parameters window lets you pick the proper label formatting. Membership and Class Year fields appear only if you use those options Envelopes Set the dimensions of the labels you are using in the parameters window. There are some preset sizes for commonly available labels. You have the option of adding membership information as well as Postal Bar Codes for the zip codes on the labels with a height greater than 1 inch. Note: You can change the mailing label font under the User Preferences drop down menu. You can also design and create your own label layouts that will appear in the Current Mailing Label Parameters list. See Using Custom Designed Output later in this guide for more information. In the diagram above, the laser labels from Avery, product number 5262 or 5162, are selected. These are 1.3 tall by 4 wide and 2 across a page. Another of the output options available for Retrievals is the printing of envelopes. By clicking the Envelope Parameters button, using Cmd/Ctrl F, or selecting Envelope Parameters from the Command menu, you will open the Envelope Parameters window. GiftMaker Pro 146 Guide to Using Target Mailings

155 The Envelope Parameter window allows you to set the margins for your envelope. When printing to a laser or other page style printer, be sure to change the page orientation to print the envelope (page) sideways (wide). Printing to a laser printer will add an extra half inch to your margin settings. Use the Print Test or View Test options to print or view a sample envelope to check for alignment before printing the entire run. After every test envelope you will be prompted to test again or print the entire set of envelopes. Note: You can change the envelope font under the User Preferences drop down menu. You can also design and create your own envelope layouts that will appear in the Current Mailing Label Parameters list. See Using Custom Designed Output later in this guide for more information. Personalized Letters To merge a selected list of people (or organizations) with a personalized form letter use the Export File output option. GiftMaker Pro 147 Guide to Using Target Mailings

156 GiftMaker Pro creates a file which can be merged with a word processing document for personalized mailings. GiftMaker Pro Retrieval programs select data from GiftMaker Proand creates separate 'Export File' of just that information. Microsoft Word Main Document is the base letter it which the export file is merged into. Use one of the provided shell letters and add desired text. Word Processing Perform 'Print Merge...' option to merge export file with form letter. Print completed merged letters. Creating and using a word processing merge file is performed in a series of steps. The process takes selected data from your database and creates a data file (export file) which can be used by the word processing program to merge with form letters. Most word processing programs can process data files and form letters to produce personalized letters and documents. Create the Data File from GiftMaker Pro To create the data file needed to merge with a letter for a personalized mailing, you must choose a retrieval option from within GiftMaker Pro and select the export file option. The retrieval options most often used to create export files for word processing merges are: Tickler File & Major Donor Tracking Batch Gift Processing User Defined Retrieval Donation Thank Yous Pledge Thank Yous Memorial/Honor Notifications Pledge Reminders SYBUNT/LYBUNT (Lapsed Donors) For additional information about these functions, please refer to the GiftMaker Pro Reference Manual. GiftMaker Pro 148 Guide to Using Target Mailings

157 The Export Parameters window allows you to define the information being exported. Start Word Processing Program The export file is created as a generic text file and is not associated with either GiftMaker Pro or the word processing program. The only way to use the information is to start the word processing program and attach the export file to your main merge document. From the File menu Launch Application option, choose the Word Processing option to start your word processing program. This opens the application as named in your user preferences. You could also quit GiftMaker Pro, then go to the word processing program and double click on it to start the program. Open/Create Main Letter The exported file/names and other information (data document) is merged with a main document (e.g., your letter) to produce the finished form letters. If the main document was previously created you just have to open it. If the letter is not yet created, you must build a new document. The simplest method is to modify one of the sample letters provided with GiftMaker Pro. If you do use a sample document, it is suggested that you make a copy of the letter so you retain the original for future use. It is important to keep the field titles the same in the merge and main documents. When the letter is going to be printed and it wants to print First Name, the title of the field must be defined exactly the same in both the main and merge documents. GiftMaker Pro 149 Guide to Using Target Mailings

158 Print Letter with Merge File The last step in merging an export file is to output the personalized letters. While the main document is open, merge the files. This will prompt you to merge the entire export file or just a portion of it. You may choose that output to go directly to the printer, but it is a good idea to merge to a new document in order to review the merged document for formatting, etc. If you re using Microsoft Word and you receive a prompt to enter today s date, type in the text as it is to appear on the letter. If you type in 4/1/00, it will appear that way on the letter and will not be converted to April 1, Mailing History GiftMaker Pro will help you automatically keep track of all the correspondence you have mailed to records in your database. This feature allows you to see what materials have been sent to donors or prospective donors. In User Defined Retrievals, you may add a detailed notation to all the records found in a search. This is a batch method of maintaining the database through the retrieval process. You must indicate the notation information before processing the output. Click the button Notation Information, press Cmd/Ctrl K, or select Notation Information from the Command menu to display the window. The Notation Information Entry window is used to enter a notation to all constituents found in a retrieval search. GiftMaker Pro 150 Guide to Using Target Mailings

159 There are multiple ways to send and maintain messages in GiftMaker Pro: through the Box option on the File menu, through the Constituent window, or through User Defined Retrieval. You can also send to Campagne Customer Support from the Box button on the Dashboard or from the File menu. Before You Begin Overview Before you can send your first message via GiftMaker Pro, you must: Have a way to connect to the Internet, for example, a modem in or attached to your computer, a broadband connection, or T1 connection. Have an account through an Internet service provider. Commercial online services such as AOL and Compuserve are not compatible unless they can provide an SMTP (Simple Mail Transfer Protocol) server name. Define preferences in the File>Default Preferences>User Preferences> pane, including the SMTP server name, for each user who will use . See the GiftMaker Pro Reference Manual for more information on setting up and user preferences. GiftMaker Pro s feature allows you to: Send messages, including messages with one or more attachments. An attachment is a file, for example, a text document or spreadsheet that gets sent with an message. Create and maintain templates. An template allows you to save information you want to reuse, such as an appeal message or a recipient list (for example, the board of directors) to easily send the monthly report. You can make changes to templates as needed. Display and print a log (history) of sent messages. GiftMaker Pro 151 Guide to Using

160 Create a notation on corresponding constituents when an message is sent. Mark messages as public (viewable by all users) or private (viewable only to the user who created the message). Composing and Sending There are four ways to access GiftMaker Pro s feature to compose and send a new message: The Box option under the File menu. Use the Box to compose and send a new message to one or more people who may or may not be in your data file. Also use the Box to view and manage sent messages, messages waiting to be sent, logs, and templates. See Managing Your Box later in this chapter for more information. The Box option on the Dashboard. This is the same as using the Box option under the File menu. The buttons on a constituent. Sending through Constituent Maintenance is best when sending a message to just the person on the record. User Defined Retrieval. You can find a group of constituents through User Defined Retrieval and send to those with addresses on their records. Instructions for sending mail from the Box or from the constituent record follow. Instructions for using User Defined Retrieval to generate are given later in this chapter. Follow these steps to compose and send a new message from the Box or constituent record. 1) Access the Send window. To do this, do one of the following: From the menu bar, select File> Box. GiftMaker Pro 152 Guide to Using

161 Click on the New Mail button or select >New from the menu bar. This will open the Send window. Or From a constituent record, display the Send Mail window by clicking on the New Mail button next to the 1 or 2 fields. Click on the icon to send an message. This will open the Send window with the address displayed in the Address field. 2) Enter the address information for the recipient. If you are sending from the constituent record, this information will already be filled in for you. Click Add to enter another recipient. 3) If the is being sent to more than one person, indicate the type: Click on Single to list the recipient s name only. The received message will not list the other recipients. Click on Group to list all recipients names. That way, all recipients know who else received the message. Click on Public to make this message viewable by all users or Private to make this message viewable only by its creator. 4) Enter the Subject of the . This is a quick reference as to the topic of the and is a sortable field in the Box. 5) Indicate with the check box whether or not you want to insert your signature at the end of the message. A signature is information such as your name, organization, and job title. See the GiftMaker Pro 153 Guide to Using

162 GiftMaker Pro Reference Manual for more information on setting up this user preference. 6) Enter the body of the message. 7) Click on Attach to send a file with the message. When you use this option, a window that allows you to search directories/folders appears. Locate the file that you want to send, and double click on it (or select, then click on Open) to attach it to the message. Repeat this step to attach more files. The name(s) of the file(s) you attach appear here. Note: Many organizations limit the size of the file(s) that can be sent or received via . If you are sending large or multiple files, you may want to use third party file compression software such as PKZip or WinZip (PC) or Stuffit (Mac). In addition, some systems may use attachment decoding and encoding methods that are incompatible with GiftMaker Pro s facility. The setting of file size limits and decoding/encoding methods are not done in GiftMaker Pro. Contact your system administrator if recipients do not properly receive messages with attachments. 8) Indicate with the check box whether or not you want information in this to be included in a notation. See Creating Notations from Messages later in this chapter for more information. A sample message 9) Do one of the following: GiftMaker Pro 154 Guide to Using

163 Managing Your Box Click on the Send button to send the to its recipient(s). Once sent, the message can be viewed with the Sent option in the Box. Click on the Save button to save the message in the Outgoing area without sending it. Once the message is in the Outgoing area, you can make changes if desired, and then send the message at your convenience. Click on the Save As Template button to save the message as a reusable template. See Working with Templates for more information. Once you save the message as a template, you can then send or save the original message. messages and templates are stored in the Box. You can also use the Box to create new messages, delete messages you no longer need, view and print logs, and manage templates. Select a radio button to display a list of records in each area of the mail box There are three main areas for storing messages and templates: Outgoing, where that was created, but not yet sent, is stored. Sent, where that was sent is stored. Templates, where templates ( messages with partially defined information) are stored and managed. Templates are discussed in more detail later in this chapter. Viewing Messages Click on the Outgoing, Sent, or Template radio buttons to view lists of records for each category of message. To view the contents an GiftMaker Pro 155 Guide to Using

164 message, double click on the desired record or highlight the desired record, then click on the Open button. The Box also has several viewing and sorting options: Public and Private When you create an message, you can designate the message as public or private. Click on View Public s to see s that were marked as Public. Public s are viewable by all GiftMaker Pro users that are set up to use . See the GiftMaker Pro Reference Manual for information on setting up for users. Click on View Private s (user name) to see s that you marked as Private (viewable by you only) and public s that you created. Sorting Options You can sort records by the fields displayed in the Box columns. Click on each column heading to: Sort records alphabetically by subject or recipient. Group together messages marked as Group or Single. Sort records by date. This column toggles between showing newest and oldest records. In addition, you can change the size of each column by clicking on the column line, holding the mouse button down, and dragging the line to make the column smaller or larger. Viewing and Printing Logs You can view and/or print a log (report) of outgoing messages, sent messages, or templates. The Print option generates the report and sends it to the printer. The View option displays the report on screen. You can then print the report from the display. To view and/or print an Log: 1) From the Box, select the area you want to report on: Sent, Outgoing, or Templates. You can also select whether to report on Private or Public s. 2) Click on the Display Log button or Print Log button. If you choose to display the log, you can print it by clicking on the P icon in the upper right corner of the display. GiftMaker Pro 156 Guide to Using

165 Deleting To delete an message or template, highlight the desired record, and then click on the Delete button. Working with Templates This section describes how to create, save, use, and make changes to templates. A template is a saved message that has information already defined in it, to use as a starting point for other s. This allows you to save time when composing . For example, you can create a template with the list of recipients already entered or with the body of the message entered. When you use a template to create a new message, you can make changes to any of the information from the template, adding recipients or attachments, for example. Templates are stored in the Box and can also be selected from the Send window and when using User Defined Retrieval to generate . See Generating Messages with User Defined Retrieval later in this chapter. Creating Templates You can create a template by composing a new , entering information, then saving it as a template. You can also make changes to an existing message or template and save it as a new template. Instructions for creating a template from scratch immediately follow. Instructions for using an existing template are given later. Creating a New Template from a Blank Follow these steps to create a template from scratch. 1) Select File> Box. When the Box appears, click on the New button. GiftMaker Pro 157 Guide to Using

166 2) Create a new message as described in the previous section, Composing and Sending , entering only the information you want to reuse in the template. 3) Once the desired information is defined, click on the Save As Template button. The Save Template window appears. 4) Enter a name for the new template (up to 30 characters). Make any other changes to the information you want to include in the template. Click OK. The template is now saved in the Templates area of the Box and can be used when composing new messages. GiftMaker Pro 158 Guide to Using

167 Creating a Template from an Existing Mail Message or Template There are several ways to create a template from an existing message or template: Open an message that you want to use as a basis for a template, make the desired changes, and then click on Save As Template. In the Save Template window, enter a name for the new template, make changes as needed, and then click on Save/Enter. Double click on a template record (click on View when prompted) or highlight a template record, then click on View/Edit. Make any changes, and then click on the Save As Template button. You will need to create a new name for the template. Highlight a template record, then click on Duplicate. Enter the new template name and make changes as needed in the Duplicate Template window (same as the Save Template window). Using a Template to Create an Message You can access templates from the Box or from the Send window: From the box: 1) Select the Templates radio button, then either: Select (highlight) a template record, and then click on Use. or Double click on a template record (click on Use when prompted). 2) The Send window appears, with information from the template entered. 3) Make additions or changes as necessary to the message. 4) Click on the Send button or Save button to defer sending the message. From the Send window: 1) Click on the Select Template button. The Template Selection window appears. 2) Double click on a template. 3) A dialog box appears, advising you that the current message will be replaced by the selected template. Click OK. The information defined in the template appears in the Send window. 4) Make additions or changes as necessary to the . GiftMaker Pro 159 Guide to Using

168 5) Click on the Send button or Save button to defer sending the message. Renaming a Template You can rename a template at any time. 1) From the box, select the Templates radio button. 2) Select (highlight) a template. 3) Click on Rename. The Rename Template window appears. 4) Enter a new name for the template, and then click on OK/Enter. Note: You cannot make other changes to the template when renaming it. To make additional changes to the template, use the View/Edit option after saving the new name, make desired changes, then click the Save button. Generating through User Defined Retrieval You can use User Defined Retrieval to generate from either the User Defined Retrieval/Output Options screen or the Retrieval List Output Options screen (Display List). For example, you can use User Defined Retrieval to identify all registered attendees that have addresses, then send confirmations via to those attendees. Note: The instructions in this section assume you are familiar with using the User Defined Retrieval and Display List features. If you are not, see Retrieving Data earlier in this guide and the GiftMaker Pro Reference Manual for more information. The following instructions assume you are working with a new (unsaved) user defined retrieval. Once you define parameters, you can save the retrieval and reuse it as needed. Follow these instructions to create and/or send through UDR: 1) From the menu bar, select the Retrieval>User Defined>New Retrieval option to search for constituents who you want to send to. Enter data selection parameters. You can name and save the retrieval if desired. Tip: You can establish your search parameters to include: Address 1 (or 2) Not Equal to *Blank (don t use the quotes when entering the parameters). That will include any record with an address in your retrieval. GiftMaker Pro 160 Guide to Using

169 2) Click on Output Options. The User Defined Retrieval/Output Options screen appears. 3) From the Output Options window, do one of the following: Select Send , then click on Parameters. or Select Display List. Process the retrieval, then click on Output/2 in the Retrieval List Display window. Select Send , then click on Parameters. 4) If required, select a template from the pull down list in the Parameters window. 5) Click on Compose Message to update the selected template or to compose a new message (if you did not select a template). Make entries as necessary, then click OK/Enter to save the message and exit from the window. GiftMaker Pro 161 Guide to Using

170 6) Select which address(es) you want to send the message to. If you choose Address 2 or Both Addresses, you can also select whether or not to use Name 2 with Address 2. 7) Choose whether you want to: Send the message immediately after processing the retrieval or Save the message in the Outgoing (unsent) area of your box. Saving the message gives you the opportunity to review and make changes to a message before sending it. 8) Click OK/Enter to save the parameters. 9) Process the retrieval. Creating Notations from Messages A notation can be created when an is sent. Certain parts of the can be included in that notation, for example, the subject and/or body of the ) The Notation Parameters window allows selection of several items to include in a notation. Notations can be searched for in User Defined Retrieval. To create a notation when is sent: 10) From the Send window, click on the Create Notation check box. 11) The notation parameters that are set for the message controls what information is saved in the notation. Click on Notation Parameters to display the Notation Information Entry window, where you can view and/or change the notation parameters for this message. GiftMaker Pro 162 Guide to Using

171 These items are can be searched on in the Notation Text search field in UDR. 12) Enter or select the information you want to capture. You can do look ups on the keyword and solicitor fields. Note: GiftMaker Pro can automatically enter some of this information by default, depending on your user preference settings in the pane. Regardless of what is already selected (or not), you can change these designations as needed. Also note that the Secured? check box appears only when that security option is set. See the and Security sections of GiftMaker Pro Reference Manual for more information on setting User Preferences and security. 13) Once you make your selections, click on OK/Enter. When you send the message, the selected information will be saved in a notation. Troubleshooting Error messages that come back from a mail server are saved to a text file called errors.txt. Information in this file includes: the time and date stamp, address of the sender, address of the recipient, and the error message. The location of this file depends on which operating system you have. In a Windows system, the file is located in the same directory (folder) where your GMP data file resides. In a Macintosh system, this file is located in the Omnis 7 folder. Sending to Campagne Support There are two ways to send to Campagne Support: From the Dashboard, click on the Support button in the lower left corner. or Select File>Send to Campagne Support. Remember that you will need to have your preferences established before sending an message. GiftMaker Pro 163 Guide to Using

172 By selecting this option, valuable information is automatically entered for you, such as: your organization name, user name, application used and its location, and data file path. This information is helpful to our support representatives when answering your question. Just type in your question or comment in the body section of the window and send your message. The support button will open the Send box with valuable information already entered for you. Just type in your question and send it off to our support staff. GiftMaker Pro 164 Guide to Using

173 Gift Processing Processing Work Flow The purpose of this chapter is to help you understand the steps necessary to process contributions. Regardless of how often you enter gifts, GiftMaker Pro is designed to reduce the amount of time spent doing this task. The basic flow of processing using batch gift entry is: 1. Enter new gift transactions. Gifts may include pledges, pledge payments and donation records. As each record is added it is displayed in the batch gift list. 2. Print/Display Batch Report. Use to verify the entry of contributions. This should also be used as your daily log of gifts processed into the system. Any corrections may be made by updating lines in the gift batch list. 3. Acknowledge the donors for the gifts. You may export the gift records then merge in your word processing program with form letters to create thank you letters. Envelopes (or mailing labels) may also be directly output. 4. Finish the gift batch by posting the batch list. All the gifts in the batch are summarized to each donors history and then cleared from the batch list. The ideal steps in processing gifts starts with entering a batch, reporting them, creating thank you letters then posting the batch. GiftMaker Pro 165 Guide to Using Gift Processing

174 Gift Entry For control purposes, we suggest you group the contributions to be entered into a batch and total the batch. This total can then be compared to the donation and pledge received reports to confirm that the gifts entered are correct. As each gift is entered it is internally marked (flagged) as a new entry. This mark tells GiftMaker Pro which gifts should appear in the donations/pledges received report. These two reports only output gift records with the new entry mark. Once you have printed the report you must clear the new mark code so the gifts do not appear again. Creating thank you letters operates in a similar fashion as the received report. During gift entry you designate if a gift is to receive a thank you letter and which letter to send. The program then generates a text file for all donations and/or pledges marked with the thank you code. This text file can then be used by your word processing program to merge with a form letter to create personalized thank you letters. Once you have created the thank you letters in word processing you should return to GiftMaker Pro and clear the thank you letter code so these gifts are not thanked twice. Batch Gift Processing is aimed at making the process of entering, reporting and posting gifts simpler and faster. It processes the same records as the Constituent option but is centered around the concept of gift processing rather than the current constituent record. Batch Gift Processing allows you to enter all type of gifts, output a report for them, thank them and post the gifts all from one menu option. To use the Batch Gift Processing option you must have the System Preference Gift Posting Method set to Batch, otherwise this will be disabled. When the Batch Gift Processing is opened for the first time (starting a new batch) it automatically opens the Gift Entry window in add mode. If you need to start add mode yourself from the Batch Gift window, simply select the add function from the Command menu, or click the add button (if you re displaying the command toolbar), or press Cmd/Ctrl A and the Gift Entry window will open. Many of the entries for gift processing can be set up as defaults in the User Preferences window. Using this feature can help you when processing a batch of similar entries. If you are entering a batch of donation payments of $25 from a golf outing all made on the same day, set up the gift type, donation date, donation amount, campaign and fund in User Preferences/Gift pane before you enter the Batch Gift Processing window. As you process the gifts, all you need to do is select the constituent, confirm the entry and move to the next gift. GiftMaker Pro 166 Guide to Using Gift Processing

175 Many code fields such as campaign, fund and gift source code are required entries. To display a list selection window of available codes, click the Lookup/L button or press Cmd/Ctrl L. As each gift is processed, the current date, time and staff members initials are automatically attached to the record. When printing detail gift reports you have the option to output a line with this information for each gift. You will remain in add mode on the Gift Entry window until you click the Cancel button. At that point, you will be returned to the Batch Gift Processing window. Batch Gift Processing window is a display window of all unposted gifts. From this display, you can report on the batch, process thank yous and post the gifts. Pledge Payment Only Fields When processing a donation entry, GiftMaker Pro checks the donor s record for open (unpaid) pledges. If there are open pledges found, GiftMaker Pro displays a message stating that fact with a list of open pledge(s). This window is used to display all open pledges for a donor. Select a pledge to enter a payment against by double clicking on the line. If this is a pledge payment, highlight the pledge you want to make a payment to and click the Select Pledge to Pay button. If this is NOT a pledge payment click the Enter Other Gift button and GiftMaker Pro will process a regular donation which will have no association to any pledges. If you select a pledge for payment, the Gift Entry window will re appear with the Gift Type entered as P Plg. Payment. Since all the campaign, fund and solicitor information was entered with the pledge, it is not necessary to enter it again; you GiftMaker Pro 167 Guide to Using Gift Processing

176 only need to check the payment information for accuracy and make any necessary adjustments. If this payment does not complete the pledge, then the next pay date may need to be checked for accuracy. If the pledge was set to expect payments on an even schedule (see pledge entry processing section in this manual) the next pay date will be automatically calculated. However, if the payment frequency was set as O, one time/open, then you will need to adjust the date manually. For those pledges set on a variable payment schedule (frequency of V ), the date will be set by the payment schedule and can t be changed on this window. If you need to change the variable payment schedule select the Variable Schedule button on the Gift pane of this window. WebCampaigns Data Transfer If you have purchased and are using any of the WebCampaigns online giving services, you can transfer online gift information into your GiftMaker Pro database. WebCampaigns data is transferred to GiftMaker Pro through the WebCampaigns import queue. This intermediary holding area assists you in matching imported participants/donors with records already existing in GiftMaker Pro, to avoid creating duplicate constituent records. WebCampaigns data will be transferred to GiftMaker Pro in batches throughout your campaigns. This data import may be performed as frequently as you wish, and requires no technical expertise. The transfer of data involves an export from WebCampaigns followed by an import to GiftMaker Pro. Please refer to the GiftMaker Pro 168 Guide to Using Gift Processing

177 WebCampaigns Data Transfer to GiftMaker Pro document for complete information and instructions. Gift Processing List Sorting the List You may sort (sequence) the records in the Batch Gift list in any way you wish. Clicking on a field column header will select (or deselect) that field to be used as a sort field. As each field is clicked, the sort level is shown to the right of the field. You may sort a Batch Gift list in any way you want. Simply click on the field column heading to select/deselect the field as a sort level. Clicking on a field will set it as an ascending (low to high) sort. If you Shift/Click a field it will be set as descending (high to low). Ascending sort fields appear with the > symbol by the level number while descending sort fields are shown with a < symbol. The order in which gift records appear on the screen is how they will be output on the reports, exports and acknowledgments. You may, of course, change your sort order between output processes. Select From List When you are in view mode, you may select gift lines from the list. Clicking on a line selects the gift record and displays all the field values in the upper portion of the batch gift window. Double clicking on a list line will open the Gift Entry window. Gift Entry Windows The Gift Entry window gives you access to specialized gift processing information. Not all options are available at all times, for example, you can t have a variable payment schedule for regular donations. Memorial/Honor Information The Memorial/Honor pane is used to maintain information about gifts made in memory of, in honor of, or in tribute to, another person. These types of gifts are referred to as Memorial/Honor gifts. However, you are able to define various types of gifts through the use of the memorial/honor type code. Memorial/Honor gifts may be made through either donation or pledge entry processing. GiftMaker Pro 169 Guide to Using Gift Processing

178 When creating a new memorial/honor gift, you first need to name the person the gift is made in honor of. This person need not be in your data file but the person to notify does. After the first entry, you may use the Lookup function on last name to copy the original name and the entire notification information. This will help you process common memorial/honor gifts consistently and quickly. The Memorial/Honor pane is used to hold gift information for memorial, honor, tribute. Matching Gift Use the Matching Gift pane to the Gift Entry window to indicate that a contribution will be matched by one or two organizations. You are able to designate either a donation or pledge record as being matched. When processing either a donation or pledge you may access the Matching Gift Information pane. Once you enter a new gift record which is to be matched, the program will automatically create a pledge record for the matching organization in the amount of GiftMaker Pro 170 Guide to Using Gift Processing

179 Soft Credit the originating gift multiplied by the ratio. The From Person will be 7 The Organization. Automatic entries to the pledge record include: The same campaign and fund code as the originating gift but the source code as indicated in your User Preferences. The payment schedule will be open, due on the date the pledge is made. The Thank you document will be set as a matched gift notification as indicated in your User Preferences. The original donor s name inserted into the note field. You can process up to two matches for each original gift. For each match you must enter a company number. When the company number is entered, the ratio will be automatically entered using the organization record matching gift set up information. This may be changed if necessary. The From Person on this window indicates the donor who should be credited with the matching gift. Note: Before a company can be named as the matching gift organization they must be designated as a matching gift organization in the system. See the Bio 2 Information page for setting up a matching gift organization record. The Soft Credit window allows you to indicate that a contribution will be credited to another constituent. You are able to designate either a donation or pledge record as being credited. This enables you to associate another donor as helping to contribute from any one donation or pledge record. Only one donor gets the actual credit (and tax deduction) for a gift. However using this method you can link (associate) another constituent to the gift. The Soft Credit pane enables you to indicate that a contribution will be credited towards another constituent. As an example, an executive is maintained as both an individual constituent and is also named as the contact for his company s organizational constituent record. You may receive contributions from both his company and from him personally. In this case, you could link the other record to the gifts. Now when viewing either one of GiftMaker Pro 171 Guide to Using Gift Processing

180 the donation/pledge history lists with combined gifts, soft credits turned on you will see the total giving history of the executive. Use the Lookup function to display a Constituent Selection List window to allow you to find the proper record number. Variable Payment Schedule For pledges for which you expect to receive payments in unequal amounts or on variable dates, you can use the frequency code of V (variable). This choice requires you to schedule the expected payment amounts and dates. When you enter a pledge frequency code of V, the Variable Pay Schedule window appears. You may also open the window by selecting the Variable Schedule button once the pledge is coded Variable (V). The total amount of the scheduled payments must equal the pledge total. A maximum of twelve (12) payments may be entered. If there was an initial payment it will automatically be entered on this window for you. This window is used to schedule pledge payments over an uneven time frame or of unequal amounts. Write Off Pledge You can close or write off pledges through the Gift Entry Pledge Payment pane. When in view mode, select the Write Off Pledge button. When written off, the pledge due amount becomes zero. The amount that was outstanding is placed in a field named Write Off Amount. The process will also insert the date the pledge was written off as well as the initials of the staff person entering the write off. GiftMaker Pro 172 Guide to Using Gift Processing

181 Once a pledge write-off is processed the amount written off is displayed along with the date and staff initials. Pledges written off will appear in the Pledges Received report under the Updates section. This section will only appear if you process from the Main menu or Retrieval menu. You may reverse a write off by selecting the Reverse Write Off button on the Pledge Pay pane of the Gift Entry window. Gift Reporting For proper record keeping you should report the gifts entered in a batch. The Batch Reports output two reports, one for donation records (including pledge payments), and the other for new pledges. The sorting sequence for the reports is determined by how you have your batch gift list sorted. You may set the sub total lines based upon the sort fields. Select the subtotal fields in the Options menu (on the Batch Gift Processing window), under the Report Sub Totals hierarchical menu. To process the reports select either the Print Batch Reports or Display Batch Reports from the Options menu on the Batch Gift Processing window. Both options process and output the same information; print will send the report to the printer; display sends the report to the computer screen you may choose to print directly from there. Once you have made your choice, you will be prompted with two Report Parameters windows. The first will be to report the donations and pledge payments in the batch; the second will be for the pledges. Select the appropriate options on the parameters window and press <OK/Enter> to process. If you do not wish to output one or both of the reports, simply close the window rather than pressing <Enter>. Gift Acknowledgments When processing thank you letters for either donations or pledges, GiftMaker Pro selects all new gift records entered and creates an export file. This file is then used in word processing to be merged with a form letter to create personalized acknowledgments. GiftMaker Pro has multiple levels of sophistication for creating thank you letters. You may opt to send basic generic letters or specialized letters for each type of gift and/or donor type. GiftMaker Pro 173 Guide to Using Gift Processing

182 There are three major considerations concerning thank you letters. First, the information entered into the gift record (donation, pledge or pledge payment) effects how a letter is created. Second, parameters selected when exporting the data will determine what information is available for use in the letters. If you use our sample shell documents for addresses and salutations, you should select to export complete name and addresses. Lastly, when you are in word processing you have direct control over the final letter production. The basic method of creating thank you letters. An exported text file of newly entered gift records is merged with a form letter. Exported data Doe, Ron $25 4/1/03 Jones, Kim $50 4/2/03 Smith, Dana $69 4/1/03 Form <Name> <Address> Dear <Salutation>: Thank you for your <Amt> gift you made on <Date>. Completed Ron Doe 9 Goldfinch Ln Boston, MA Dear Ron: Thank you for your $25 gift you made on 4/1/03. Sincerely, The Chief Banana Sincerely, The Chief Banana GiftMaker Pro allows you to have multiple types of thank you letters based upon various other documents which are incorporated into the finished letters. Exported data file Doe, Ron $25 4/1/03, VolunterLetter Jones, Kim $50 4/2/03, SmallLetter Smith, Dana $69 4/1/03, BoardLetter Form Lette <Name> <Address> Dear <Salutation>: <Document> Sincerely, The Chief Banana Completed Lette Ron Doe 9 Goldfinch Ln Boston, MA Dear Ron: Thank you for Volunteering your time to our organiza- tion. Your $25 gift is very thoughtful. Sincerely, Thank You Documents VolunteerLet SmallLett Board Thank you for volunteering your time to our organization. Your <Amt> gift is very thoughtful. Thank you for your <Amt> gift you made on <Date>. We appreciate your <Amt> contribution. Your commitment you have made to our organization has helped us in our pursuit of world peace. Who to Thank When entering gifts you have a choice regarding who gave the gift and therefore which person to thank. The From Person field controls whether Person 1 (in the current record), Person 2, or Both People should be thanked. That field is exported and used by our sample mail merge documents to indicate who should be GiftMaker Pro 174 Guide to Using Gift Processing

183 addressed in the thank you letter. You can set a default in your User Preferences so you only need to change the field for particular circumstances. Donor Salutation The salutation used in a thank you letter is also determined when the gift is entered. The Thanks Salutation field can be entered as 1, 2 or 3 representing the donors first, second or third salutation. It is possible to have a default salutation in your User Preferences so you only need to change the salutation for special donors. Select the Thanks Salutation from the drop down list. Thank You Documents GiftMaker Pro provides the option of creating various thank you letters within one batch of letters. Using this system you will have one main form letter and then separate documents for the various thank you letters you want. As you enter a gift, you indicate which thank you document to use. During the merge letter processing, the main letter includes the document indicated for each completed form letter. Before you can assign documents to gift records you must add them to the Thank You Letter Table. This is performed in the Thank You Letter Table/Report in the Data/Table Maintenance menu. Each record you enter into the Thank You Letter table must have a corresponding word processing document on your hard drive. We suggest you store all your documents together, preferably in the WordMerg directory (Windows) or the Word Merge folder (Mac). Thank You Processing From the Batch Gift Processing option, you can export the gift records and then merge with form letters in your word processing program to create thank you letters. The system will export two files, one for donations and pledge payments and the second for pledges. Only gift records in the current batch marked with the Send Thank You? field checked are selected. Once you have created an acknowledgment export file, you can merge it with a thank you form letter. Gift thank you letters are created from within your word processor by merging a form letter with the gift records exported from GiftMaker Pro. See the Word Processing Merge chapter in the GiftMaker Pro Reference Manual. To process gift acknowledgments, select Thank You Exports from the Options menu. Once selected, you will be prompted with two Export File Parameters windows. The first will be to export the donations and pledge payments in the GiftMaker Pro 175 Guide to Using Gift Processing

184 batch; the second will be to export the pledges. Select the appropriate options on the parameters and press <Enter> to process. If you do not wish to export one or both of the two reports, simply close the window rather than pressing <Enter>. To actually send the acknowledgment letters you create you ll need to put them in some envelopes. Within the Options menu you may select either the Thank You Mailing Labels or Thank You Envelopes. These will open the appropriate parameters window and allow you to process the output. After the thank you letters are completed and checked, be sure to Post & Clear the Batch. That way you wonʹt send those donations and pledges another letter the next time your process thank you letters. Memorial/Honor Notifications For those donations entered as memorial/honor gifts, you may send acknowledgments to the relatives or others associated to the person named in the memorial/honor gift. This is in addition to the normal thank you letter to the donor. These letters are sent to the person(s) indicated in the memorial/honor entry window. To create memorial/honor notifications, select the Memorial/Honor Notifications option from the Retrieval menu. This retrieves information on honor and memorial donations so that notifications can be sent to the families of the memorial/honor person. The information is grouped by notification family. Only those donation records which have Send Notification? checked will be retrieved. After the notifications have been processed, you should clear the memorial/honor donation records by clicking the Post/Clear Notifications button. Memorial/Honor Notifications can be sent to families listing each donor. GiftMaker Pro 176 Guide to Using Gift Processing

185 There are two output formats for memorial notifications. First is a report showing the names of the donors for each memorial/honor, grouped by notification person (family).each person to notify has their own page of donors so this report can be sent directly to them. The second type of output creates a mail merge export file that can be used to send personalized letters to the notification person/family. This letter, combined with the notification report, provides complete information about who has given to their memorial/honor fund. In addition to the export file, you also have the ability to create envelopes and/or mailing labels. Notification Report Use the Print or Display report output format to create a report of all the donors who gave in memory/honor. The report is grouped by notification person (family) with separate reports for each notify person. The intent is to use this report to notify the family of contributions received. You may select to include details of the gift(s) (amount and date), or just list the name (and address) of the donors. This report also will include any text added to the Donor Personal Messge field. The memorial acknowledgment report lets the memorial families know of donations received. Notification Mailing To send a report to the notify person (family), you can create an export file to generate a letter in word processing and produce a corresponding envelope or mailing label. The mailing information outputs one record per notify person, not one for each memorial/honor donation. Donor or donation information is not included in the file since there could be multiple gifts per notification with various amounts and dates. GiftMaker Pro 177 Guide to Using Gift Processing

186 Pledge Reminders GiftMaker Pro provides the ability to send reminder letters for unpaid pledges. You are able to select pledges which are either past due or those you expect to receive in the near future. This gives you the chance to send either past due notices or friendly reminders. Select the Pledge Reminders option from the Retrieval menu to create the export file for notices or reminder letters. The Pledge Reminder option selects open pledges which are marked to receive reminder notices and allows you to output them. Only those pledge records entered with the Send Reminders box checked are selected. Other than the basic reporting options, you can also create an export file to be merged with a word processing form letter. GiftMaker Pro provides you with two sample shell documents for pledge reminders. One shell document uses a letter format; the other uses a bill or statement method. The four steps in processing pledge reminders are: Pledge Selection 1. Select the pledges due to receive reminders. 2. Export the records. 3. Merge the export file with the word processing main document. 4. Update selected pledges to indicate reminders were sent. The first step in creating pledge reminders is to search the pledges to find which ones need reminders. You are able to select all open pledges or only those for a selected campaign. Click the relevant radio button. If searching by one campaign, you must provide the campaign code. If you are unsure of the valid code, you can use the Lookup function by clicking the Lookup/L button, pressing Cmd/Ctrl ʹL, or selecting Lookup Code from the Command menu. The lookup function will display a list of campaign codes. Double click on the code you need. GiftMaker Pro 178 Guide to Using Gift Processing

187 Pledge Reminder Processing lets you search the open pledges and output them to be merged with word processing form letters. Pledges for all of the specified campaigns are selected if they are open (unpaid), have the code Send Reminders? checked (marked as yes), and if their next expected payment date is on or between the reminder process dates. To process the search, press the <Enter> key or click the Process button. Output Pledge Reminders To output pledges which need reminders, click the appropriate output format check box, review the parameters for the output formats, indicate the sorting sequence, and then press the <Enter> key or click the Process button. The most important output format needed to send reminders is Export File. This output is used to create a file of pledge information for sending reminders. This file will then be merged with a form letter in word processing. The export file will be named Reminder Data/RemData.DOC unless changed. Clicking the Export Parameters button, using the Cmd/Ctrl A, or selecting Export Parameters from the Command menu, will open the Export File Parameters window. Merge pledges with form letters To actually create reminders to be sent to donors for their overdue pledges, you need to merge the export file with a form letter. It is very similar to the thank you letter merges which where covered in the previous section of this manual. GiftMaker Pro provides you with two sample shell documents. These are meant to be a base to which you can add your own text to personalize the form letters. The document PLG Reminder Letter/REM_LTR.DOC is a document using a letter format; the document PLG Reminder Form/REM_FRM.DOC uses a bill/statement GiftMaker Pro 179 Guide to Using Gift Processing

188 (Form) format. When using the Form format, it is recommended you export the dates in the short format (MM/DD/YY). For more information about the merge function in the word processing program, please refer to the chapter Word Processing Merge in the GiftMaker Pro Reference Manual. Update Pledges Once you have generated the reminders, update the selected pledges to indicate the date reminders were sent by clicking on the update/clear records button. This process will also update the running total of the number of reminders sent and update the campaigns with the date reminders which were last processed. The process also clears the pledges selected and ends the Pledge Reminder program. GiftMaker Pro 180 Guide to Using Gift Processing

189 Recurring Gifts and Credit Card Processing Automatic Recurring Gift Processing Recurring Gift Processing helps you expand your fundraising by easing the recording and processing of recurring payments. As cash flow is tight for many donors, providing the option to spread a gift over time can be attractive. GiftMaker Pro handles those gifts easily. Entering the originating recurring pledge Recurring gifts are managed in GiftMaker Pro as pledges with recurring payments. When entering pledge information, you ll see an Automatic recurring payments? checkbox. This indicates that the pledge is expecting automatic payments on a regular basis (based on the Frequency and Next Amount entered). If the pledge is marked as Open Ended, then you do not have an end date for the receipt of payments. Enter the pledge so that the Pledge Due amount and the recurring payment amount (Next Amount) are the same amount. As each payment is received, GiftMaker Pro will then automatically increment the pledge amount so that the amount due on the pledge is equal to the next scheduled pay amount. To define how you are expecting to receive the recurring payments, click the Recurring Payment Setup button. This button is only available if the checkbox is marked. The Automatic Recurring Payment Setup window will open so you can pre define the information needed for GiftMaker Pro to create the payment record. GiftMaker Pro 181 Guide to Using Recurring Gifts

190 The Pay Type is a drop down selection from the Edit Code Table/Payment Types. You can only enter credit card information if your user security setting is set up accordingly. Expiration Date is the month/year that the credit card is to expire. The system will verify for proper credit card structure as well as other information needed to process the card. GiftMaker Pro is setup to NOT generate a thank you for each recurring pledge payment. You may override this in the Recurring Payment Setup window by changing the setting. The thank you document used (set in the User Preferences) will be applied at the time the payment record is generated. Open-ended pledges For pledges that are set to have automatic recurring payments, you can set the pledge to be Open ended i.e., the payments are to be received indefinitely and you therefore don t know how much will be received over the life of the pledge. When entering an open ended pledge, enter the pledge so that the Pledge Due is equal to the next scheduled payment amount (the Next Amount field). You will GiftMaker Pro 182 Guide to Using Recurring Gifts

191 not need to enter the number of expected payments on the pledge. As each payment is automatically created by GiftMaker Pro, the Pledge Amount is incremented by the Next Payment Amount. The number of expected payments is also automatically incremented with each payment created. To close (stop) an open ended pledge, open the pledge in update mode and click the Close button that will now appear to the right of the Open ended check box. Doing so will reduce the Pledge Amount so that is equal to the total amount of payments. This will set the Pledge Due amount to zero and the pledge will no longer be considered in the recurring payments process. Pledge selection on regular payment entry When a regular gift entry is initiated, GiftMaker Pro informs the user of existing outstanding pledges. This window will also provide you with information if the pledge is a recurring type pledge or not. In the list s recurring payments column (Recur?), the list will display Y if the gift is a recurring payment pledge, OE if the gift is an Open ended recurring payment pledge or blank if neither. Recording recurring payments While it is possible to set up recurring payment information on a pledge in either Immediate or Batch Gift Processing mode, your system must be set in Batch Gift Processing mode to be able to create the actual recurring payments. Creating payments is a three-step process. 14) Use the Create Recurring Payments menu option to select recurring payment pledges and create the payment information. 15) Verify the recurring payment information in the Recurring payments selection list window, a temporary work area where you can review the information that will be used to create the actual pledge payments (you can customize this list view). 16) Post the working list of payment information and create the pledge payments. Payments will then appear in GiftMaker Pro s Batch Gift Processing area. GiftMaker Pro 183 Guide to Using Recurring Gifts

192 To automatically generate recurring payments for pledges, select the new Data menu option Create Recurring payments The Recurring payment selection criteria window will open. The system will select pledges with payments due on or before the entered date Payments due through. If you wish to select payments that only occur for a certain frequency or payment type, you may specify that here as well. Otherwise, the system will default to select all. You also have the ability to pull payments for a selected campaign. Payment information generated here will appear in the Recurring Payment Selection list. Since removing pledge payments can be time consuming, the Recurring payment selection list window allows you to review potential payments before the pledge payments actually get created. The use of the temporary work list area eliminates this extra work. To customize the contents of the list, click the Define list columns button. The recurring payment selection list can have up to ten (10) columns, three of which are user definable. You can also pick the order that the fields (columns) appear. GiftMaker Pro 184 Guide to Using Recurring Gifts

193 Column order To change the order that a field appears in the list (listed from left to right), click on the column to move. Then click the Move up or Move down button to have the column be earlier (left) in the list or towards the end (right). Customizing a column There are three columns that you can customize to show the field of your choice. Initially, these entries are labeled Custom column 1, Custom column 2 and Custom column 3. You can replace these entries with either the Master or Pledge information fields. To change a field in the list, click on the column you wish to change under Payment list columns. Find the field you want in the payment selection list and either double click on it or click the Customize column button. Note that only fields followed by an asterisk (*) can be redefined. When your list definitions are finished, click the List Definition Complete button. Your adjustments will be saved for all future recurring payment processing. Processing When you click the OK button in the Recurring payment selection criteria window, the system searches for all the pledge records that have recurring payment information matching the selection criteria. The Recurring payments selection list window will open and display the recurring payment information that can be used to create payment records. Recurring payments selection list From this list you ll be able to: Sort the list by selected columns Print report Display report GiftMaker Pro 185 Guide to Using Recurring Gifts

194 Remove/cancel payment don t change due date Remove/cancel payment advance due date forward Check credit card expirations Create donation/payment transactions for the batch To sort the list, click on the appropriate column heading to sort in ascending order. Shift click the column heading to change the sort to descending order. Click the printer icon or window icon to print or display a report of all the entries in the list. The report will use the same column formatting and sort order as the current list. If there are lines that appear in the list that you do not want to become payment records you have two options. 1) Select the option Clear Line from the toolbar at the top of the window. This will remove the line from the current list but the payment is still planned in the pledge and is available for future selection. 2) Choose the toolbar option Advance Line to remove the line from the list but change the planned payment date on the pledge to the next increment by frequency. An example of this is when a payment is made from a weekly payroll deduction but an employee did not work for a week so no deduction was made. If payment information includes a credit card that has expired, the Expire date column will show the date in bold red text. Clicking the information button on the toolbar shows a message box with the number of payments and total payment amount in the list. It will also indicate the number of expired credit card transactions. To create the actual pledge payment records, click the Post to Batch button in the toolbar. The transaction lines will be removed from this list and appear in the Batch Gift Processing area as Pledge Payments. Creating pledge payment records Pledge payment transactions are automatically created from the recurring payment setup information as well as the pledge itself. Here is a detailed listing of how the key fields are derived. Fields are left blank unless otherwise mentioned below. Payment amount Next payment amount as designated on the pledge. GiftMaker Pro 186 Guide to Using Recurring Gifts

195 Date Fiscal year Campaign Fund Source Pay type Deductible Next payment date Credit Card Number Expiration Date Name on Card Recurring payment? Send Thank you? Thank you document Thank you salutation Calculated based on the Next Scheduled date on the pledge. Current fiscal year on the date the process was run to create record Same as pledge Same as pledge Same as pledge Payment type in the recurring payment setup information Same as payment amount Add time period as designated from the pledge frequency to today s dates Credit card/bank account in the recurring payment setup info Expiration date in the recurring payment setup information Name on card in the recurring payment setup information Yes Send Thank you in the recurring payment setup information Thank you document set in the User Preferences/Thank You screen. Thank you salutation in the recurring payment setup information Process credit cards for recurring payments GiftMaker Pro will process credit card transactions directly from the system. To process the credit cards you need to be connected to the internet and be online. Credit card setup and processing are detailed later in this chapter. GiftMaker Pro 187 Guide to Using Recurring Gifts

196 Report, analyze and share recurring pledge & payment information Constituent Maintenance- Pledge History list Four new columns have been added to the Pledge History window. These columns include: the amount expected for the next pledge payment (Pay Amt); the frequency of the expected payments (Freq); the date of the next payment due (Next Date); if the pledge is setup to receive automatic recurring payments (Recur?). In the recurring payments column (Recur?), GiftMaker Pro will display Y if the gift is a recurring payment pledge, OE for Open-ended recurring payment pledge or blank if neither. Constituent Maintenance- Donation History list Two new columns have been added to the Donation History list. The payment type code (Pay) now appears along with the credit card processing status (CC Status) for each gift when appropriate. GiftMaker Pro 188 Guide to Using Recurring Gifts

197 Pledge Reminders Pledge reminder processing will exclude pledges marked for automatic recurring payments unless you select to include them on the selection parameters. To do this, select the Include automatic recurring pledges checkbox in the Pledge Reminder Processing window. Receipt Numbers Receipt numbers may be assigned differently for recurring payments. It is possible to assign one number to all the payments made in one year to a single pledge. These numbers are assigned at the end of the year upon your command. In order to assign receipt numbers in this way, you need to have checked the One receipt number for pledge payments in one year option in your System Preferences. See the discussion of System Preferences in this chapter. To assign receipt numbers, select the option in the Global Data Maintenance fly-out window Assign Recurring Payment Receipt Numbers. This opens the window to process receipt numbers. Notice that Year-End Processing is now moved up to the Data menu. GiftMaker Pro 189 Guide to Using Recurring Gifts

198 Once you click the process button, the system will search for all recurring payments within the specified calendar year that do not have a receipt number. That receipt number is then assigned to all payments to each pledge. The number assignment DOES NOT take gift date or year into account. It simply gives a receipt number to all payments without one. This option will need to be run before you begin creating payments for the next year. A message box will appear when the process is completed. Setup User Preferences If you select to output thank you letters for recurring payments, you ll need to specify the thank you document to be used for the payments in your user preferences. GiftMaker Pro 190 Guide to Using Recurring Gifts

199 Credit Card Processing Credit card processing will help you reduce your work effort by combining credit card processing (authorization) with recording the transactions in GiftMaker Pro. Many contributions and payments received by your office are in the form of credit card transactions. Not only do these transactions need to be recorded in GiftMaker Pro, as any other, but you also need to process the credit cards in order for the organization to receive the funds. If your office receives a high volume of credit cards, processing can consume quite a bit of time. This functionality is only available to PC/Windows and cross platform clients in the United States or Canada. Establish Account with IATS Ticketmaster IATS Ticketmaster performs the credit card authorization and processing features within GiftMaker Pro. IATS Ticketmaster provides you with merchant capability for all 5 major credit cards as well customer service support and extensive reports for simple banking reconciliation. (Even if you have already established a merchant account with another credit card processing service, you still need to set up an account with IATS Ticketmaster in order to process credit cards from within GiftMaker Pro.) There is NO SET UP or MONTHLY FEE for this service. Steps to get your IATS Ticketmaster merchant account In order to utilize these features you ll need complete a merchant agreement with IATS Ticketmaster and return it to them with a canceled check for deposit information. Please follow these steps: 1) Get the merchant agreement from Campagne Associates There are two versions of this agreement depending on whether you are based in the United States or Canada. Please call Campagne Associates at 800/ or our Support Department. at support@campagne.com to have it faxed/mailed to you. 2) Sign the merchant agreement Review the merchant agreement. If you have any questions IATS Ticketmaster is available to answer your questions. Please feel free to contact Andrew Mosawi toll free at (866) ) Fax the merchant agreement and canceled check to IATS Ticketmaster Once you have reviewed and signed the merchant agreement please fax the completed pages along with a canceled check to IATS Ticketmaster at 604/ , attention Andrew Mosawi. GiftMaker Pro 191 Guide to Using Recurring Gifts

200 4) Receive merchant i.d. number and password from IATS Ticketmaster IATS Ticketmaster will contact you directly and provide you with your i.d. number and password. Campagne Associates WILL NOT be sent this information. 5) Enter identification number and password into GiftMaker Pro Once you get your i.d. number you can now prepare GiftMaker Pro to process credit cards. Please refer to the following System setup for credit card processing section for detailed instructions on credit card setup. System Setup for Credit Card Processing Once you create your account with IATS Ticketmaster, they will send you an identification number and password. That information needs to be entered into GiftMaker Pro, but first we need to set up the security features. Securing the program One of the first steps in setting up credit card processing is to ensure program security always a top priority when dealing with constituents credit cards. By using Password Security, you will be able to designate who in your organization is able to view and process credit cards. If a user does not have the ability to view or process credit cards, whenever a credit card number is included on a window, it will contain all asterisks except for the last four digits. Thus, the number will appear as ************1111. System Preferences To turn on Password Security, open your System Preferences window and check the Use Password Security checkbox. Now you re ready to designate which user(s) can view and process credit cards. Designate Users Once password security has been enabled, you then need to specify which users are to have the ability view and process credit card information. This is done by updating a user s Security Options. GiftMaker Pro 192 Guide to Using Recurring Gifts

201 From the Data menu>table Maintenance, select the Staff/Security Table option. Click the Security Options button in the Staff table window. To enable a user to enter and process credit card information, select the Ability to view and process credit cards? checkbox. A Password will be required. Once a user has been assigned access to view and process credit card information, that user will then have access to the Credit Card Processing area of the System Preferences. This is found under the Additional Preferences menu within the System Preferences screen. Enter User Code and Password Once you sign up for credit card processing services with IATS Ticketmaster, you will receive an identification number and password. Enter that information in the System Preferences/Additional Preferences option on the Credit Card processing window. If your organization is based in Canada and you completed a Canadian merchant agreement, you need to click the checkbox Canadian Bank Processing. There is also a checkbox option on the System Preferences window, One receipt number for pledge payments in same year?. Receipt numbers are typically important to Canadian organizations. This option is only available if the Receipt numbers for Donations/ Payments? field is checked. When the One receipt number option is checked, the payments for recurring gifts (pledges) will not be given a receipt number until the end of the year at which time you ll process a Data/Global Maintenance menu option Assign Recurring Payment Receipt Numbers. See the discussion under Recurring payments on Receipt Numbers. GiftMaker Pro 193 Guide to Using Recurring Gifts

202 Once a user has been assigned access to view and process credit card information, that user will then have access to the Credit Card Processing area of the System Preferences. This is found under the Additional Preferences menu within the System Preferences screen. Please note that only users that have been granted the ability to view and process credit cards through the Staff Table/Security Options window will be able to view the credit card options in System Preferences. Otherwise, the options will be grayed out. Edit Code Table - Payment type Credit card processing will only process payments with valid Payment Type descriptions. Go to the Data menu and select Table Maintenance>Edit Code Table. Select the Payment Type radio button and add the credit card payment types exactly as they are shown below. GiftMaker Pro 194 Guide to Using Recurring Gifts

203 The Payment Type descriptions must be entered into the table EXACTLY as they are shown below: American Express Diners Club Discover MasterCard Visa (Note: Discover is only available for U.S. users.) Now that set-up is complete, let s take a look at how credit card transactions are handled from within GiftMaker Pro. Processing credit card payments Processing credit cards refers to the process of communicating to the bank processing center (IATS Ticketmaster) with information about a credit card transaction. Once the transaction is authorized, the processing center transfers the funds electronically to your organization s bank. Details on the transfer of funds and merchant fees are described separately in your merchant agreement with IATS Ticketmaster. GiftMaker Pro will process credit card transactions directly from the system. To process credit cards, you need to be connected to the internet and be online. The ability to process credit cards is only available when: Credit card processing is set up in your system preferences. The current user has been given security to process credit cards There are payment transactions with payment type of American Express, Diners Club, Discover (US only), MasterCard or Visa. The credit card transactions have a Credit Card Status of To Be Processed. The option to process credit cards is available from both Batch Gift area and on single gifts. Batch gift processing From the Batch Gift processing window, you can process all the credit card payments at the same time. The list of gifts has a CC status column, which you can use to sort the list. This provides you an indication of how many credit card payments need to be processed. The Process Credit Cards option is accessible from the Options pull down list on the window or from the Process Credit Cards button on the toolbar. GiftMaker Pro 195 Guide to Using Recurring Gifts

204 Once you select Process Credit Cards, the system will display a message box indicating it is performing the process as well as how many transactions there are to process and the count of completed payments. When complete, you ll receive a message box indicating the number of payments processed, the number authorized and the count of errors/rejections. The gifts in the list will be updated and the CC Status column refreshed. When you post a batch of gifts, the system will check for both unprocessed and rejected credit card transactions and then display a warning message should any exist. You have the ability to continue and post the batch with unprocessed credit cards. Once a batch has been posted, the only method to process credit cards will be individually on a gift record (see below). Single gift credit card processing You are not required to be in the Batch gift area to process credit cards. You may process one singly from the gift entry window. You ll need to be connected to the internet and be online in order to process a credit card gift. If you are not entering a gift from the batch window, (regardless if batch processing is set in your system preferences) the system will step through the following process. GiftMaker Pro 196 Guide to Using Recurring Gifts

205 Upon saving a gift that GiftMaker Pro considers a credit card gift (see previous section), you will receive a message box Do you want to process this credit card payment now? The default answer will be set to Yes. If you select No, the gift window will close as normal and you can continue with any other options. Choosing Yes will initiate the credit card process. A working message box will appear indicating the system is performing the process. If the card was approved and the payment authorized, the payment status on the gift will be updated, the message window and gift window will close and you can continue with any other options. If the system was not able to access the internet, or the system was not able to operate, or the credit card was not authorized, you will receive an error message box indicating that there was a problem and a description of the problem. Process later If you choose not to process the credit card immediately after the gift was saved, you can return at a later point and process it. This is also true if you attempted to run the credit card process and there was an error; now want to try it again. Once you display the gift record (needs to be in view mode), click the Process credit card button. A working message box will appear indicating the system is performing the process. At the end of the credit card authorization process the Credit Card Status field will be updated with the results and the window will remain open. Once a payment has been authorized, the Process Credit Card button becomes disabled. GiftMaker Pro 197 Guide to Using Recurring Gifts

206 Account for special credit card handling In the event that you need to process the transaction manually, you can change credit card processing status by updating the gift. As before, you ll need to have the appropriate security setting to process credit cards. Put the gift record into update mode and click the Credit Card Status button. This will open the Credit card status window. Select the appropriate status setting and enter the Authorization/Error code. Click OK to close the window. The fields will be saved when you save the gift record. If you re in view mode on a gift or you don t have the appropriate security setting, you ll still be able to open the status window but you will not be able to change the information. GiftMaker Pro 198 Guide to Using Recurring Gifts

207 Charitable Gift Receipts - Canada If you manage charitable gift receipts for a development office, you probably need to do these things: Issue gift receipts to donors for each gift (with a few exceptions) Assign a unique number to each gift receipt Calculate your charityʹs disbursement quota (a Revenue Canada requirement) GiftMaker Pro s Charitable Gift Receipts feature helps you do these tasks. Turning on Gift Receipts You must turn on the Gift Receipts feature in System Preferences before GiftMaker Pro can begin to assign receipt numbers to gifts. To turn on the feature, follow these steps: 1) Select System Preferences from the File menu. 2) Click once in the box in front of Receipt Numbers for Donations/Payments? to place a checkmark in that box. Check the box for receipts in System Preferences to turn on the Gift Receipts feature. 3) Press Save/Enter GiftMaker Pro 199 Guide to Using Gift Receipts

208 Setting the Gift Receipts Number Sequence GiftMaker Pro s Gift Receipts feature defaults to assigning gift receipt numbers starting at 1. You may want or need to change the start number for receipts. To change the start number for gift receipts, follow these steps: 1) Select System Preferences from the File menu. 2) Click on the Additional Preferences button in the System Preferences window and select Gift Receipt Numbers. 3) Enter a numeric value in the New Value field of the Set the Sequence window. Press Save/Enter to save the value. Enter a number in the New Value field to restart the gift receipt number sequence at a different point. If the new value field is set to 99, for example, then the next receipt number that GiftMaker Pro assigns will be 100. Using Gift Receipts Once you turn on the Gift Receipts feature, GiftMaker Pro is set to assign a unique receipt number to each gift you process (donation or pledge payment). The Gift Entry window will display a Receipt? box. The box defaults to being checked, because the program assumes that you wish to issue receipts for most gifts. If you do not wish GiftMaker Pro to issue a receipt for a particular gift, simply remove the checkmark from the Receipt? box before you save that gift. Each gift saved will receive the next available receipt number. GiftMaker Pro 200 Guide to Using Gift Receipts

209 You can choose to issue a gift receipt for any gift you are processing by simply checking or unchecking the Receipt? box before processing the gift. Only donations and pledge payments are assigned receipt numbers. Pledges are not. When Receipt? is checked in a pledge entry screen, it means that GiftMaker Pro will mark each payment on the pledge to receive a receipt number. Note: you can t reuse receipt numbers because you can t change or clear them once GiftMaker Pro has assigned them to a gift. Issuing Receipts How do you get the receipt to the donor? By creating a word merge document that includes both the thank you and receipt information. When you process thank you letters, GiftMaker Pro exports the gift information along with a receipt flag field (yes/no) and the receipt number field. Receipts should be issued for those donations with receipt numbers and a Receipt? field value of yes. This way, the only donors who get a receipt number with their thank you letter are those whose gifts you flagged for a receipt during gift processing. Complying with Canadian Law You should print two copies of each thank you/receipt letter you generate in the thank you process for receipted gifts. Send one copy to the donor and keep one for your organization s records. This hardcopy of the receipt is important, because Canadian law requires that you keep a minimum of two years gift receipt history on file. In addition, you must rely entirely on your organization s paper receipt file for lost or destroyed receipts, although you can t simply photocopy the filed original. To issue a replacement receipt, take these steps: Locate the original receipt in your paper record file Clearly mark the original receipt canceled, and refile it Assign a new receipt number from a different, manually maintained sequence of numbers Manually issue a new receipt with the new number containing all the required information plus a notation to the effect that it cancels and replaces the original receipt number GiftMaker Pro 201 Guide to Using Gift Receipts

210 Add a notation in the corresponding GiftMaker Pro gift record that the original gift receipt number for that gift has been replaced, and mark the gift to not be receipted To account for all spoiled receipt numbers, you can generate a report using User Defined Retrieval in GiftMaker Pro. Select donations by date range, receipt status (NO) and receipt number (greater than or equal to 1), with gift and receipt information output to Display List. All donations found would essentially be canceled receipts. It might be useful to file this printout with your records as a list of canceled/spoiled receipts. A gap in the sequence of receipt numbers indicates a deleted gift. Receipt numbers of deleted gifts vanish with the gift, with no record of them other than their absence. For this reason, we also recommend a hardcopy paper trail for deleted gifts. If you work in Batch Gift mode, a handy record of deleted gifts will appear in the Deleted section of the Donation Received Report. Calculating the Disbursement Quota The Disbursement Quota refers to the Revenue Canada requirement that a percentage of the total receipted gift amount each year be used on the charitable activities of the organization. For further information on this subject, check out Revenue Canada s web site at Look for the document entitled Registered Charities and the Income Tax Act. In order to calculate the quota, you need to know the total dollar amount of the donations that were issued receipts for the year. This might not be the total amount of donations if some gifts were not issued receipts. You can determine this figure by using User Defined Retrieval. Select donations by date range and the receipt status (YES), with output to Display List. When you set up the list, be sure to select Gift Amount and Receipt Number and any other fields that might prove useful to you. GiftMaker Pro 202 Guide to Using Gift Receipts

211 Perform a User Defined Retrieval based on donation date and whether a receipt was issued to get the dollar figure needed to calculate the disbursement quota. Searching for Gifts by Gift Receipt Number You can search for a gift by receipt number in the Donation History window. If there is insufficient information on the gift receipt to resolve an auditor s questions or if the file copy is misplaced, you can quickly find the original gift information. Locate any gift record by performing a find based on receipt number. GiftMaker Pro 203 Guide to Using Gift Receipts

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213 Gift Analysis Spotting trends in the sizes, frequency and recency of contributions provides valuable information when forecasting future campaigns. GiftMaker Pro contains numerous options to retrieve gift information to analyze. You have access to detailed information or summary reports to help with your analysis. Pledge Payment Projection For those organizations involved in a multi year capital campaign, it is common to have pledge payments scheduled to be received over a long time frame. The Pledge Payment Projection option in the Retrieval menu will report the future payments expected based on open pledges. It will output the open/unpaid pledge records and summarize all overdue payments in one column, then project all other payments into five columns by quarter, month or week. You are able to report all pledges or just those from a selected campaign. Additionally, you can output all open pledges or only those which have future payments expected. The output can be sorted by up to four levels. Using the Pledge Payment Projection Report Enter the start date from which you wish to project the payment dates. The current system date is entered as the default. The Pledge Projection option outputs all open pledges and projects future payments by either year, quarter, month or week. GiftMaker Pro 205 Guide to Using Gift Analysis

214 Note: Be sure to post gifts before running this report, as unposted gifts will not be considered for the projection. You can select all open pledges or only those for a selected campaign by selecting the appropriate option from the drop down menu. If searching on one campaign, you must provide the campaign code. If you are unsure of a valid campaign code use the Lookup function by clicking the Lookup/L button, pressing Cmd/Ctrl L, or selecting Lookup Code from the Command menu. The lookup function will display a list of campaigns. Double click on the code you need. The check box Output open pledges with no future payments? allows you to output all open/unpaid pledges. If the box is checked, all pledges are used. When unchecked, pledges which are completely overdue will not appear on the report. To output pledges, click the appropriate output format check box, review the parameters for the output formats, and press the <Enter> key or click the Process button to output. The Pledge Payment Projection report will be sorted to your specifications. Lapsed Donors Donors who have given to your organization in the past can be your best prospects for future contribution. Pinpointing donors who have previously given but have not donated this year is extremely valuable. GiftMaker Pro has two reports in the SYBUNT/LYBUNT option in the Analysis menu to help you find lapsed donors. SYBUNT, Some Year But Unfortunately Not This year, reports donors who have not given this year but did contribute in any previous year. GiftMaker Pro 206 Guide to Using Gift Analysis

215 LYBUNT, Last Year But Unfortunately Not This year, outputs donors who have not given this year but did donate last year. When selecting the LYBUNT report you must enter the current fiscal year and the starting month of your fiscal year. To analyze donors who gave in years past but not in the current year, use the SYBUNT/LYBUNT option. You may report donations for a selected campaign or for all campaigns. By checking the Include Donors with Unpaid Pledges box, GiftMaker Pro will also include donors with pledges that have not been paid. If this box is left unchecked, they will not be included in the output. You have the option to include or exclude soft credits in your SYBUNT/LYBUNT analysis. Checking the Exclude Soft Credit Recipients check box and running the report will not include constituents who gave last year (LYBUNT) or some year (SYBUNT) and have not given this year, if they show a soft credit for this year on their record. Unchecking the box will include those donors on the output. GiftMaker Pro 207 Guide to Using Gift Analysis

216 When the Active Records Only option is checked, constituents with a Record Status of either Deceased or Inactive will not be output. Check the Include Do Not Mail, Include Do Not Solicit and/or Include Do Not User Defined to exclude the appropriate records. The output options are: print report, display report, export file, mailing labels and/or envelopes. These options have additional selections to further define the output format. Once you have picked SYBUNT or LYBUNT, defined the data selection criteria and selected the output options, press the <Enter> key or click the Process button. To end the SYBUNT/LYBUNT Analysis option, click the close box or the End button, or press Cmd/Ctrl E. Campaign Totals As donations and pledges are entered in GiftMaker Pro they are posted to campaigns. As each gift is entered, a running total of the campaign is maintained. The Campaign Summary option in the Analysis menu displays the current totals of your campaigns. In addition to displaying summary information for each campaign, you may also print a report, display a report, or create an export file. The Campaign Summary window is divided into two sections. The bottom portion lists all campaigns in your Campaign Table. The top section displays the summary information for the selected campaign. Click on a campaign within the list to select it for summary display. The Campaign Summary Analysis window displays a list of all open campaigns in the lower portion and contribution summary information for a selected campaign above. GiftMaker Pro 208 Guide to Using Gift Analysis

217 Click the Print Report button to output a printed report of the campaign summary. The report is printed in the Tall format. To display the same report on your screen, click the Display Report button. Once the report is displayed, you can print it. To remove lines from the campaign list (but not from your database), highlight the campaign line(s) and select Remove List Lines from the Command menu or click on the Remove List Line(s) button. Multiple lines may be selected and removed at one time by holding the <shift> key while selecting the lines. To create a text file to be analyzed in your spreadsheet program, click the Export Report button. This will export an ASCII, tab delimited text file named CampaignSummary or CAMP_SUM.DOC. Detail Analysis Reporting It is very common to want to see reports of gifts entered for a select month, quarter or year, as well as gifts for a selected campaign, fund, classification, class year or some other field. Many times when asking for such a report you would like to have totals for some of those fields such as campaign or class year. The Detail Gifts option in the Analysis menu provides the ability to select detail gift records using any number of fields by which to sort and subtotal the output. GiftMaker Pro provides multiple gift fields to help pinpoint the contribution information you wish to analyze. Once the gift information is found, you can output to a printed or displayed report or export to a text file. The output can be generated in detail with sub totals or it can be created with just sub total lines. The Detail Gift analysis program lets you search, sort and sub-total on most fields of the detail gift records. If you were to process the program as set in the defaults when the window appears, it would print a report of all gifts received in the last month in donor GiftMaker Pro 209 Guide to Using Gift Analysis

218 name order. You can change the type of information processed, the fields used in the search, the functions used in the field searches and their comparison values, the sorting sequence for the records along with how the report will be sub totaled. Report Type There are four (4) information types you can process in this program: Donations (including pledge payments) Pledges Unpaid Pledges All Gifts (non pledge payment donations and pledges combined) To select the type of detail records you wish to process, click and drag on the drop down menu on the top of the window Select Report Type. When searching for donations, you can further sub define donation types by using the Gift Type field. Field Searches The Detail Gift Analysis program allows searching criteria on any of the thirteen (13) gift fields. Only two code fields can be processed in one report. Use the drop down menus to select the code fields. Each field can have their own search functions and search value to compare against. Each field has its own line containing the field name, its search function and compare value. Each line controls the search for that field. To change a field search function click and drag the drop down menu to the function of your choice. The search function button no search indicates that the field will not be used as a criteria when choosing records to appear in a report. To change the search function for a field, click on the drop down menu and make your selection. Once you set the search function on a field to anything other than no search, the comparison value field becomes available. For some fields, such as the code fields, you can use the Lookup function to display lists of valid entries for that field. GiftMaker Pro 210 Guide to Using Gift Analysis

219 The Primary Search radio button is used to indicate which of the search fields will be used as the first search parameter. Choosing the Primary Search field can greatly reduce the time it takes to perform a search. To your best estimation, will there be less records found through searching by gift date, campaign code or other fields? Selecting the most restricting field will shorten the search time. Sort levels & Sub-totals Independent of the detail gift records selected to be output is your ability to sort (sequence of records) and sub total the selected records. The detail gift analysis report has a maximum of five available sort levels. As you click in an empty sort level box, it will increase one from the previous sort level used. Clicking on a box with a sort level value will remove that value and subtract the level from the other fields (if applicable). Once you have indicated a sort field, you have the option to use it for a sub total. As the report is being printed, sub total lines are printed based on the report parameters. By selecting the Sub Total and Graphing feature, you can then display a detailed graph of your data. Gift Size Analysis To set the ranges in which gifts will be grouped for subtotaling, you must open this window by clicking the Set Gift Size... button. When selecting Gift Amount (including donation or pledge amount) to be sorted and sub totaled, the program sub totals by gift size group and NOT on each gift amount. To set the ranges in which gifts will be grouped, click the button Set Gift Sizes... This will open a window where you can enter the desired ranges. You may set these ranges for any report and they will be saved for each successive processing. GiftMaker Pro 211 Guide to Using Gift Analysis

220 The Report Parameters window allows you to indicate the amount of information output on a printed or displayed report. GiftMaker Pro 212 Guide to Using Gift Analysis

221 Custom Designed Output This chapter provides an overview for using the Custom Designed Output (CDO) feature to design and use layouts for four different types of output you can generate using Campagne software: mailing labels, envelopes, membership cards (if you use Membership), and name badges (if you use EventMaker Pro). CDO comes with a number of standard, ready to use output layouts for use in the printing process. You can change the parameters (for example, print margins) for these layouts. You can also create new layouts from scratch, allowing you to choose the fonts and layout for the output. In either case, you can save the layout for reuse. Setting Up CDO System Fonts The system administrator should choose the eight primary fonts for use with CDO. Although these eight fonts are not the only ones available to the user in the design process, their use can help maintain a consistent look throughout all printed materials. For example, you might build a set of fonts that matches those used in your brochures. The eight fonts will be featured in the Format menu of the CDO layout window. It s also a good idea to choose eight fonts that are likely to be installed on every user s system. You can also balance stylish fonts for upscale occasions with practical fonts for general purpose. To set up CDO system fonts, follow these steps: 1) Select File > System Preferences. 2) In the Systems Preferences window, click the Additional Preferences button and select Custom Designed Output Fonts. GiftMaker Pro 213 Guide to Using CDO

222 3) In the Custom Output Font Preferences window, click to select either Windows fonts or Macintosh fonts. 4) For each of the eight Preferred Fonts fields, select a font using the drop down menu of fonts. The fonts are preselected according to the platform being used (Windows or Macintosh). 5) Click the Return to System Prefs button when you are finished selecting fonts. 6) To save the preferred fonts you just selected, click Save/Enter in the System Preferences window. Selecting a Default CDO Layout Although CDO provides a variety of layouts for each type of ouput, some users may find that they use the same layout most of the time. For instance, a volunteer whose primary role is mailing out acknowledgements for gifts may use the same mailing label layout each time she does a mailing. Her job can be made a little bit easier if she tags that layout as her default for mailing labels. Once she does this, the Mailing Labels Parameter window will always open with that layout preselected. A different layout can be chosen when necessary. To set the default CDO layout for mailing labels, follow these steps: 1) Select File > Custom Designed Output > Mailing Labels to open the Mailing Label Parameters window. 2) Select the mailing label you want as your default in the Current Mailing Label field. GiftMaker Pro 214 Guide to Using CDO

223 3) Click the default button on the Mailing Label Parameters window button bar. The steps for setting the default layout for Envelopes, Membership Cards, and Name Badges are virtually the same just begin the process by selecting the appropriate output type under Custom Designed Output in Step 1. Selection of a default layout automatically deselects the previous default. You can have only one default layout for each output type (mailing labels, envelopes, etc.), but you can change the default at any time. You don t have to start from the File menu, either, because you can change a default layout any time you are in an output parameters window. Printing Using an Existing CDO Layout When you are ready to send some output to the printer, you can select the layout you want to use for the job in the parameters window. CDO enables you to complete a test print or view on screen what the print job will look like (like Print Preview in Microsoft Word). In the following example, we ll see how to choose an envelope layout and print envelopes for thank you letters. To print envelopes for thank you letters, follow these steps: 1) Click the Donation Thank Yous button in the Dashboard. GiftMaker Pro 215 Guide to Using CDO

224 2) Check Envelopes, then click the Envelope Parameters button. 3) In the Envelope Parameters window, select the envelope layout you want to use for this job in the Current Envelope field. If it is a layout that you created, you should see the selected envelope in the Layout window (if the Layout window is not open, click the Hide button to toggle it open). 4) Click the View Test button to display the print job on screen. 5) Click the Print Test button to send a test print to the printer. 6) If you are satisfied, click on OK to print. Creating a New CDO Layout CDO s greatest benefit is that it enables you to be creative in designing your output, without having to learn (or even open) another application. CDO comes stocked with many pre formatted templates, but if you really want to be creative, you can create a brand new CDO layout from scratch. You ll build the new layout from the ground up by setting margins and detail measurements and inserting and formatting the elements (text, fields, pictures) that will appear in the output. The following instructions describe how to design and create a mailing label CDO layout. Creating other output, such as envelopes, name badges, and membership GiftMaker Pro 216 Guide to Using CDO

225 cards are similar. For details on the CDO screens that appear and their options, refer to the GiftMaker Pro Reference Manual, EventMaker Pro Reference Manual and the Membership Reference Manual. To create a new mailing label layout, follow these steps: 1) Select File > Custom Designed Output > Mailing Labels to open the Mailing Label Parameters window. 2) Click the Add button. The Layout window appears. 3) In the Parameters window, enter a name for the layout you re creating in the Current Mailing Label field. If necessary, set margins and other measurement details. Select Protected if you don t want other users to change the settings in this layout when they use it. Enter a name for the layout and make other measurement adjustments. Select Protected to disallow other users from making changes to the layout. 4) The Layout window shows you what the label will look like and allows you to move items as needed. Note: You cannot select and move items with the mouse in the Layout window while the Properties window is open. This figure shows the layout window for a newly created card. As you add items and make changes, the Layout window shows you what the label will look like. 5) In the Layout window, use the Insert menu to add a line of text, a field, or a picture. GiftMaker Pro 217 Guide to Using CDO

226 Use the Insert menu to add a field, line of text, or picture. When you insert one of these items, the Properties window appears. The appearance of this window will be different depending on which selection (text, field, or picture) you made. Note: To add a picture in CDO, the picture must already be copied to your computer s clipboard. To do this, display the image you want to use in a graphics application (such as PC Paintbrush or MacPaint), use the copy command to place the image in the clipboard, then return to CDO to paste the image in the Properties window using the Paste Image button. When using pictures in CDO layouts, use an image format appropriate for the target platform. That is, Macintosh formatted images will not display or print on Windows systems, and vice versa. 6) In the Properties window, enter the properties for the current object. This example shows a completed Properties window for adding a line of text Once you are done with the current object, click Apply then use the buttons in the toolbar at the top of the window to add another object. Click OK when you are done adding items. GiftMaker Pro 218 Guide to Using CDO

227 7) Click Apply to view the object in the Layout window but keep the Properties window open so you can make additional changes to the current object if necessary. 8) To add more objects to your layout, use the buttons at the top of the Properties window. The buttons are circled in the above figure. Don t worry if the objects are not lined up in the Layout window you can move them in the Layout window once you re done adding objects (and the Properties window is closed). Or, you can use the position and size fields in the Properties window to line up objects. You can change the properties of any object in the layout by selecting it from the Current Object pull down menu. 9) When done adding objects, click OK to close the Properties window. The next figure shows an example mailing label layout using text, field, and picture objects. Items in bold text are text objects. Items in plain text are field objects. The field objects will be replaced with member information when the card is printed. 10) To make final layout adjustments, click on an object. You can then use the mouse to move the object to a new location in the window. You can also select an object, then select the Format menu option to make changes to the object (such as select a different font or display the Properties window). The Format menu allows you to make changes to a selected object, in this case the Tutorial Foundation Gold Membership text object. Select Properties to display the Properties window for the selected object. Note: If you use the Standard Output Name field, be sure to leave enough room beneath the field in the layout in case there is no both name in the GiftMaker Pro 219 Guide to Using CDO

228 constituent record (the second name will appear under the first in the printed output and will overwrite whatever is there). See the GiftMaker Pro Reference Manual for more details on using the Parameters, Layout, and Properties windows. 10) When you are finished designing the new layout, click Save in the Parameters window. 11) In the Mailing Label Parameters window, click View Test or Print Test to check the output. 12) If necessary, you can make additional changes to the layout, such as resizing fields. Click on the Update icon in the Parameters window, then make the desired changes. 13) Click OK in the Parameters window when you are done. The layout will now be available for selection when processing output for labels. You can create new envelope, and name badge (if using EventMaker Pro) or membership card layouts in the same way. Just begin the process by selecting the appropriate output type under Custom Designed Output in the File menu in Step 1. Cloning a CDO Layout There may be an existing custom CDO layout that provides the basis for a layout you want to use, but which might not use the font you want. Or it may lack one additional field you want to include. Instead of building a new layout from scratch, you can clone the existing layout with all of its attributes, and tweak it to your liking. This way, the existing layout stays as it is, and a new one based on the original is quickly and easily created. Note: You can clone the standard (built in) layouts; however, you can only make changes in the Parameters window. You cannot make changes to the properties or layout itself. To clone mailing label layout, follow these steps: 1) Select File > Custom Designed Output > Mailing Labels to open the Mailing Label Parameters window. 2) Select the mailing label layout you want to clone in the Current Mailing Label field. GiftMaker Pro 220 Guide to Using CDO

229 3) Click the Clone button. 4) In the Current Mailing Label field, rename the layout you re creating, or leave it with the Clone of name that CDO gives a cloned layout. 5) Now that you have a new layout to work with, you can make the desired changes: Change margins and details in the Parameters window; insert text, fields or pictures in the Layout window; and format items in the Layout window or Properties box. See Creating a New CDO Layout for instructions. 6) When you are done updating the new layout with your changes, click Save. You can clone envelopes, name badges (if you use EventMaker Pro), and membership cards in the same way. Just begin the process by selecting the appropriate output type under Custom Designed Output in the File menu in Step 1. GiftMaker Pro 221 Guide to Using CDO

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231 Cool Features This chapter is used to highlight special features that are very useful and powerful but tend to get lost in the other sections. Many of them are unique to GiftMaker Pro and many people are not accustomed to these types of features. Working with Names Salutation Calculation As you enter names into your database GiftMaker Pro can automatically calculate their salutations. There are three (3) salutations per name (nine for each constituent record). These salutations can be as formal or informal as you need. The Constituent Bio 1 page holds all nine of the salutations. Your System Preferences dictate how the three salutations are built. How you check the boxes will indicate how the salutations are calculated. If none of the check boxes are checked then no salutation calculation will be performed. Once the salutation calculation is determined, it is suggested that you do NOT change it. If you decide to change the calculation method once you have many records in your database this program will NOT recalculate records currently in the database. There is however a utility to clear ALL salutations and recalculate them. Salutations can be automatically built for you as you re entering records. The calculation method is set in System Preferences. Publication Name Calculation Similar to the Salutation Calculation process, this feature in System Preferences automatically calculates the Publication Name for individual records. As you click on the checkboxes, a sample calculation is displayed. GiftMaker Pro 223 Guide to Using Cool Features

232 Both Name Switch This option is useful for schools with a large (married) female alumni. Check the box to have Both Name and Salutations for Both People fields automatically switch person 1 (Mrs. Joan Smith) with Person 2 (Mr. Paul Smith) for a Both Name of Mr. and Mrs. Paul Smith. The switch will only be made if the Person 1 Prefix is Mrs. or Ms. and last names are the same. Capitalization As you enter text into GiftMaker Pro, you can have the program automatically capitalize the field for you. This can be a time saving feature during data entry as it almost completely eliminates the use of the shift key. This only operates the FIRST time you enter text into the field. If there is already text in the field, the capitalization feature is NOT used. This is helpful when you need to capitalize a letter other than the first one of a word (McDonald, IBM Corporation...). The capitalization feature is only performed on the Constituent Main, Bio 1 and Bio 2 pages. Indicate whether you want to use or not use the capitalization feature in your User Preferences pull down menu. To assist you in entering new constituents you can use the Zip Code Lookup feature to automatically insert the city and state for the zip code you have entered. When the feature is turned on, the cursor goes to the zip code field before the city field and if you enter a zip code which is in your Zip Code Table it will put the corresponding city/state in automatically. There are two steps you must do to implement this feature: Build Zip Code Table Turn on the Zip Code Lookup GiftMaker Pro 224 Guide to Using Cool Features

233 The Zip Code Table maintenance window displays all Zip Codes defined in your system. Before you can use the feature, you must have some zip codes to lookup. The Zip Code Table/Report option in the Data menu is used to maintain a list of zip codes often used by your organization. Here you can add, update and delete zip codes and their corresponding city and state. If you already have records in the database you can use the Auto Build function which will create Zip Code Table entries based on zip codes already in the database. When automatically building zip code table entries, GiftMaker Pro prompts you for how many occurrences you require of a zip code for it to be added to the table. Turn on use Zip Code Lookup in your User Preferences/Processing window. You need to set the radio button to either Verify or Required. This group of radio buttons controls how the program will control the Constituent window when entering address information, specifically zip codes. Processing Preferences allow you to define if you will use the Zip Code Lookup feature. GiftMaker Pro 225 Guide to Using Cool Features

234 Don t Use: If this radio button is checked (the startup default) the lookup function is not used and the cursor goes into the city field before the zip code field. Required: This option enables the zip code lookup function and verifies the zip codes entered. If you enter a zip code not found in the table the program warns you and does not allow you to continue until a valid zip code is entered. When entering zip codes you are able to display a Zip Code Selection list to show valid codes. Verify: This option enables the zip code lookup function and verifies the zip codes entered. If you enter a zip code not found in the table the program warns you, but you are able to continue. Data Verification GiftMaker Pro performs various data entry checks to ensure data integrity for your database. However, you may want to extend what fields the system checks automatically. All the fields also have tables attached so you can enter sets of valid entries. There are various levels of verification. At one end are required fields which mean the user can t finish entering a record unless the field is used and the entry is validated. The result is that the program will force you to enter only valid information into a field. At the other end are don t use fields which disables selected fields and the cursor simply skips over them. To open the window, click the Field Verification button on the System Preferences window. The setting for field verification allows you to customize how GiftMaker Pro confirms the data entered for your organization. Copy to Clipboard There are many times when you will need to draft a letter to someone who is already in the database. Rather than looking up the constituent then re typing GiftMaker Pro 226 Guide to Using Cool Features

235 their name and address in your word processor, you can simply use the Copy to Clipboard feature. When you are in the Constituent Maintenance program you can select Copy from either the Command toolbar or from the Command pull down menu. This copies the current system date, constituent name(s), address, and salutation(s) from the current record to the clipboard so that it can be pasted into your word processing application. This is very useful when writing a one time letter to a person. Once you copy a record to the clipboard you can easily open your word processor and Paste into a document. This makes it easy to write individual letters. Also under the Command /Mailing Information menu are the options to Print 1 Envelope or Print 1 Mailing Label. You can select the person to address: Person 1, Person 2 or Both People. Automatic Window Refresh It is possible for you to view multiple windows open simultaneously. As you use the Find function to access records you are able to have the background windows update automatically with the information pertaining to the new constituent record. Indicate if you want the Refresh feature to be used or not in the User Preferences hierarchical menu. It is definable for each user of the system. If checked, Refresh All Open Windows will refresh (redraw) all open windows for the new record as you use the find/next/back functions. If you have two open windows, e.g., the Constituent and Donation History List windows and you change constituents, the donation history will change automatically if Refresh All Open Windows is checked. GiftMaker Pro 227 Guide to Using Cool Features

236 Automatic Window Movement With the occasional entry, the Modifier Keys are handy. However, if you are entering a large quantity of records, using the Automatic Window Movement feature allows you to develop a sequence of windows and actions to speed data entry. In essence you are building a macro that will move you from window to window in the mode (add, update, view, find) you wish. The Movement pane of your User Preferences allows you to dictate how the processing flow will be handled in Constituent Maintenance. The movement options combined with the default entries makes for a very powerful feature. It s helpful to understand the Constituent Maintenance program before you tackle this. The window movement window is a matrix of information windows and processing modes. The values entered into the matrix are also a combination of windows and modes. In the following diagram, there is a DA in the entry field for Constituent Selection List under the column After Find. This indicates that after you double click on a line in the Constituent Selection List (find/select a record) the program will automatically go to the Donation window (D) in Add mode (A). Continuing with the example, you see a value of LF in the field for Donation window under the After Add column. This code means that after you have added a donation record, processing will automatically open the Constituent Selection List window (L) in Find mode (F) so you can locate the next donor. Window movement lets you control how the windows are processed in the Constituent Maintenance program. This diagram shows how the menu option Donation Entry automatically sets the window movement for you. GiftMaker Pro 228 Guide to Using Cool Features

237 Used in conjunction with default values (in this example, default campaign, fund, donation amount and donation date) you can reduce your key strokes as you are not required to open and close windows and the information is already in the fields so you don t need to type it in! Clicking the Clear Current Tab button removes all the window movement codes allowing you to start over. After you have entered the codes for automatic window movement, press the OK button. GiftMaker Pro 229 Guide to Using Cool Features