Prduced by Cmputer Helper Publishing (CHP). We hpe this sftware makes the tasks f Church administratin easier and mre efficient. Any questins that cannt be answered by these help files shuld be directed t the CHP Supprt Team. Supprt Subscribers call 800.533.5227 Email: supprt@churchwindws.cm www.churchwindws.cm We always welcme yur cmments and suggestins (suggestins@churchwindws.cm). N ne knws better what wuld be helpful. This prcess is hw new releases are designed. We lk frward t hearing frm yu. Nn-supprt subscribers can call 800.533.5227 fr pay-per-minute supprt, r email supprt@churchwindws.cm fr free inquiries with a 4-day respnse time. Cmputer Helper Publishing, Inc. 450 Beecher Rd. PO Bx 30191 Clumbus, OH 43230-9004 Fax: 614.939.9004
Table f Cntents Chapter 1 - Dnatins Overview 1 Abut Dnatins 1 Quick Access Buttns 2 Buttn Bar 3 Dnatins 3 Accunts & Pledges 3 Givers 3 Reprts / Exprt 4 Special Functins 4 Help and Windws 5 Chapter 2 - Dnatins 9 Dnatins 9 Initial Setup fr Dnatins 9 Pledges 11 Campaigns 11 Brwse Dnatins 11 Change Dates, Filter & Srt 14 Add a Dnatin fr a Selected Giver 14 Srting the List by One r Mre Clumns 14 Gruping By Clumns 15 Shwing / Hiding Reversed Dnatins 16 Scrlling the List f Dnatins 16 Dnatin Brwser Optins 16 Shw Transactin Subttals 21 Suppress Repeating Transactin Data 21 Save Selectins As Default 21 Always Open t this Screen 21 Crrect a Dnatin 21 Reverse a Dnatin 26 Enter Dnatins 30 Unpsted Batches 43 Lcking Fields 45 Skipping Mre Than One Field at One Time 47 Giving Distributin 47 Setting up a Custm Giving Distributin 49 Changing the Giving Distributin Settings 51
Remving Giving Distributin Settings 53 Batch Cdes 54 Add a New Batch Cde 54 Change an Existing Batch Cde 55 Remve a Batch Cde 55 Reversals and Crrectins 57 Crrecting a Single Dnatin 57 Crrecting a Batch f Dnatins 57 Reversing a Single Dnatin 57 Reversing a Batch f Dnatins 58 Crrect Psted Batches 58 Reverse Psted Batches 62 Transfer Dnatins t Accunting 66 Transfer Dnatins 68 Print Selected Transfer(s) 69 Default Accunt Links 69 Psted Transfers 70 Print Selected Transfer(s) 71 Transfer Reprt Optins 72 Imprt Dnatins 73 Vanc 74 Authrize.NET, Ardent, Clver Dnatins, EFT Plus, r EGiving 78 Unmatched Items frm Imprt tab 81 Setup Givers tab 82 Setup Giving Accunts tab 83 Chapter 3 - Accunts & Pledges 85 Accunts & Pledges 85 Manage Accunts 85 Add an Accunt 86 Change and/r View Giving Accunt 90 Delete a Giving Accunt 92 Order Giving Accunts 95 Srt by Name 98 Srt by Number 98 Select the Accunt and Use the Up and Dwn Arrws 98 Pledges 98 Campaign Pledges 100
Add a New Campaign 101 Add Givers t an Existing Campaign 101 Change r Remve the Campaign Infrmatin 101 Cpy a Campaign 101 Pledges by Giver 101 Enter Pledges 101 Change and/r Remve Pledge Infrmatin 101 Enter Pledges 101 Change and/r Remve Pledge(s) 107 Add a New Campaign 111 Add Givers t a Campaign 114 Change r Remve Campaign Infrmatin 118 Change the Campaign Name 120 Remve the Campaign 120 Cpy a Campaign 121 Prir System Dnatins 122 Subttals 127 Wrking with Subttals 128 Subttal Names and Header Text 129 Chapter 4 - Givers 131 Givers 131 Manage Givers 131 Add Givers 142 Add an Individual Giver 142 Add a Grup f Givers 146 Transfer Dnatins 147 Manage Giver Numbers 152 Receives Statement 155 Giving as a Family r Giving Separately 155 Assign Giver Numbers 159 Change r Remve a Giver Number 163 Aut Assign Giver Numbers 164 Using the Chse Givers Screen 168 Using the Aut Assign #s Screen 171 Allw the sftware t assign new numbers 172 Assign specific new numbers f yur chsing 174 Remve assigned numbers after a specific date 175
Transfer Peple between Membership and Dnatins 175 Transfer frm Dnatins t Membership 176 Transfer frm Membership t Dnatins 178 Chapter 5 - Reprts/Exprt 185 Reprts, Labels, and Statements 185 Dnatin Reprts 187 Dnatins Lg Reprt 188 Giving Summary 190 Depsit Slip 191 Cmpare & Analyze 196 Pledge / Giving Analysis 197 Campaign Cmparisn 201 Giving Cmparisn 206 Step Reprt 208 Statistical Reprt 213 Lists & Labels 216 List Accunt Balances 217 List Giver #s 219 Labels 222 Step 1 Select wh shuld have labels printed 224 Step 2 Select the Label Layut 232 Label Layut 232 Additinal Optins 234 Dnatin Statements 236 Step 1 Select wh shuld receive a statement 237 Step 2 Select the statement layut / frmat 241 Email Dnatins Statements 242 Dnatin Statement Designer 244 A Frmatting and Layut Tlbars 245 Tp Tlbar 245 Bttm Tlbars 247 B Standard Cntrls Tl Bx 252 C Designer / Preview 255 D Zm 256 Dnatin Receipts 256 Replacement Dnatin Receipts 259 Setup Email 262
Email Settings 262 Additinal Reprt Optins 267 Chapter 6 - Special Functins 282 Special Functins 282 Dnatins Settings 282 Settings tab 283 All User Settings 283 User Settings 284 Relabel Fields tab 285 Link Dnatins t Accunting 286 Print Accunt Links 287 Create a CASS/NCOA file 288 Imprt yur Output frm Lrtn 290 Dnatins Dashbard 290 Campaign Thermmeter 295 Pledge / Giving Thermmeter 296 Giving Accunt Distributin 297 Steps Graph 297 Attendance vs Giving 299 Weekly Accunt Balance 299
Chapter 1 Chapter 1 - Dnatins Overview Abut Dnatins The Dnatins Mdule f Church Windws prvides an area f the sftware where yu can keep track f mney that is given t the Church. Mney given utright is recrded int the sftware using the Enter Dnatins (pg 30) screen, while mney that is declared in a cmmitment t be given is recrded in the sftware using Pledges (pg 98). When yu click n the Dnatins buttn frm The Initial Prtal, it will pen a whle new windw we will call the Dnatins Prtal. This will have seven different Quick Access Buttns in the center f the screen as well as a Buttn Bar acrss the tp f the screen t chse frm different functins depending n what yu need t d: - 1 -
Chapter 1 - Dnatins Overview Quick Access Buttns? Dnatins This is the Help buttn which will pen this help interface (yu can als press the F1 key n yur keybard frm anywhere in Church Windws t bring yu t the relevant sectin f these help files). Manage Accunts (pg 85), Manage Givers (pg 131), and Pledges (pg 98) Enter Dnatins (pg 30), Brwse Dnatins (pg 11), and Dnatin Statements (pg 236) - 2 -
Chapter 1 - Dnatins Overview Buttn Bar Dnatins These allw yu t Brwse Dnatins (pg 11), Enter Dnatins (pg 30), specify hw the Giving Distributin (pg 47) divides dnatins, custmize Batch Cdes (pg 54), view and reverse r Crrect Psted Batches (pg 58), Transfer Dnatins t Accunting (pg 66) (if the Church has als purchased the Accunting Mdule), and Imprt Dnatins (pg 73) frm a third party cmpany. Accunts & Pledges These give varius ptins t Manage Accunts (pg 85), Add an Accunt (pg 86), Order Giving Accunts (pg 95), and it allws yu t view and enter Pledges (pg 98), and wrk with Subttals (pg 127). Givers - 3 -
Chapter 1 - Dnatins Overview These ptins let yu Manage Givers (pg 131), Add Givers (pg 142), Add a Grup f Givers (pg 146), Transfer Dnatins (pg 147), as well as Manage Giver Numbers (pg 152) and Aut Assign Giver Numbers (pg 164). Reprts / Exprt These ptins give yu the ability t run Reprts, Labels, and Statements (pg 185), Cmpare & Analyze (pg 186) the giving and pledging, and view / send / print Dnatin Statements (pg 236). Special Functins - 4 -
Chapter 1 - Dnatins Overview Here yu can mdify the Dnatins Settings (pg 282) t custmize each Users' preferences, Link Dnatins t Accunting (pg 286) fr transfer, and setup and utilize the CASS Certificatin and NCOA Prcessing. Help and Windws The final tw ptins in the Buttn Bar acrss the tp f the screen are Help and Windws.? Help is a quick link t bring yu t these help files. Yu can als always press F1 n yur keybard t g t the specific area f these help files relevant t the screen where yu pressed the F1 key. The Windws drpdwn menu is divided int three sectins which allw yu t adjust hw yur windws r screens appear in the current Mdule. These ptins are quite handy when multitasking with varius functins in the sftware. - 5 -
Chapter 1 - Dnatins Overview 1. The first sectin prvides three chices fr arranging the current set f pen windws: Cascade Displays the windws in a staggered frmatin, starting in the tp left crner and cntinuing dwn and t the right in small increments: - 6 -
Chapter 1 - Dnatins Overview Tile Hrizntal Displays the windws stretched hrizntally, stacked tp t bttm: Tile Vertical Displays the windws stretched vertically, arranged side-by-side: 2. The middle sectin in this menu includes tw functins: Clse All This will clse all pen windws in the current Mdule (useful fr functins that require yu t clse all ther windws). - 7 -
Chapter 1 - Dnatins Overview Restre Default Sizes/Psitins This chice will Return the screens t their riginal size and psitin 3. The bttm sectin cntains a list f each f the windws that are currently pen. Clicking n ne f them will bring that windw t view in frnt f the ther pen windws. - 8 -
Chapter 2 Chapter 2 - Dnatins Dnatins The Dnatins Mdule keeps track f mney, gifts in kind, and stck that is given twards pledges, fferings, and ther designated purpses at yur Church. Dnatins prvides yu with varius screens t perfrm the fllwing tasks: Add Givers (pg 142) and Assign Giver Numbers (pg 159). Manage Accunts (pg 85) twards which the Givers make their dnatins. Enter Pledges (pg 98) and Add a New Campaign (pg 111). Enter Dnatins (pg 30). Run Reprts, Labels, and Statements (pg 185) fr the Givers and Giving Accunts. If yu use the Accunting Mdule f Church Windws, the Dnatins Mdule will als make available t yu a feature t Transfer Dnatins t Accunting (pg 66) where they can be incrprated int the Chart f Accunts fr yur Church. Thugh Dnatins Givers can be added frm within the Dnatins Mdule, it als pulls names frm The Peple File in the Membership Mdule and places them in a list f Givers fr yu t define wh receives Dnatin Statements (pg 236) and if they will be Giving as a Family r Giving Separately (pg 155). Initial Setup fr Dnatins Befre yu begin t Enter Dnatins (pg 30), set up pledges and campaigns, and run reprts, g thrugh the fllwing checklist f features. By making sure the fllwing items have been set up, yu will be equipped with the necessary cmpnents t successfully run the Dnatins Mdule. 1. Settings: When yu first activate the Licensing key fr the Dnatins Mdule yu will be able t pen the Dnatins Mdule by clicking Dnatins frm The Initial Prtal f Church Windws. The sftware will bring yu t a screen where yu must then define the fundamental Dnatins Settings (pg 282) applicable t hw yu will use the Dnatins Mdule. Enter yur settings and click the OK buttn t prceed. These settings can als be adjusted at a later time accrding t yur needs. - 9 -
Chapter 2 - Dnatins 2. Givers: Each individual kept track f in the sftware is listed in the Dnatins Mdule as a Giver, regardless f hw much mney they give. Click the Manage Givers (pg 131) buttn fund bth n the Dnatins Prtal, and by clicking Givers in the Buttn Bar at the tp f the screen The screen will shw yu a list f Givers that have already been added t The Peple File in the Membership Mdule. If yu need t Add Givers (pg 142), click the Add buttn either n the Individual Givers tab t add an individual, r n the Families & Grups tab t Add a Grup f Givers (pg 146). 3. Giver Numbers (ptinal): If yur Church assigns Envelpe f Giver numbers t its cntributing parishiners, yu can use the Manage Giver Numbers (pg 152) and/r Aut Assign Giver Numbers (pg 164) features t build a list where yu assign a number t each selected Giver. These features are fund under the Givers menu. 4. Giving Accunts: Set up the accunts that yu will be using t shw the purpses twards which yur parishiners can make their dnatins. Click the Add Accunt buttn under the Accunts & Pledges menu t Add an Accunt (pg 86). Yu can als use the Manage Accunts (pg 85) feature fund under the Accunts & Pledges t review the list f Giving accunts already added and add as many as yu need. 5. Link t Accunting: If yu will be transferring dnatins t the Accunting Mdule after psting them, click the Default Accunt Links (pg 69) buttn under the Special Functins menu. Use the Default Accunt Links tab t cnnect the Giving Accunts in Dnatins t the desired accunts in Accunting. - 10 -
Chapter 2 - Dnatins 6. Pledges & Campaigns: Cmmitments that yur Givers make t give mney twards yur Church are kept track f in the sftware as Pledges (pg 98). When yur Church sets ut t reach a fundraising gal and invites Givers t cmmit t give mney twards it, yu can Add a New Campaign (pg 111). Yu can Enter Pledges (pg 101) as part f a Campaign r separately fr each Giver. Pledges (pg 98) and dnatins can als be set t autmatically be divided int accunts when yu Enter Dnatins (pg 30), this is called a Giving Distributin (pg 47). Pledges When yu have been given the infrmatin that smene is making a pledge, yu will need t knw: The persn's name The accunt name twards which they are making a pledge The pledge amunt The frequency The duratin Then in the Enter Pledges (pg 101) screen, enter the name f the Giver t reveal the Giving Accunt, Frequency, Amunt per Frequency, Start Date, End Date fr each pledge. Based n the Start Date and End Date yu enter, the sftware will multiply the Amunt per the Frequency t give yu the Ttal Pledged and the number f payments needed t match the Ttal Given with the Ttal Pledged. Campaigns When yur Church sets a gal t raise a certain amunt f mney, it then invites peple t make a cmmitment t dnate mney twards the gal. The sftware features a screen t Add a New Campaign (pg 111) where yu create the campaign and add Givers t it. The campaign can be set up fr Givers t make annual r multi-year pledges by manually setting the date t reflect the decided pledge perid f time. Brwse Dnatins All the dnatins ever recrded in Dnatins are shwn n the Brwse Dnatins screen. Use the screen t lk up, cnfirm, and make Reversals and Crrectins (pg 57). With the Change Dates, Filter & Srt feature in the Brwse - 11 -
Chapter 2 - Dnatins Dnatins screen yu can narrw dwn the dnatins yu want t see, grup them tgether, and change the way that they are listed t any particular rder. T access the Brwse Dnatins screen: 1. Frm The Initial Prtal f Church Windws chse Dnatins then either: Click the Brwse Dnatins buttn in the Quick Access Buttns in the middle f the screen: OR Click Dnatins in the Buttn Bar at the tp f the screen: Then, frm the menu ptins that appear underneath, click Brwse Dnatins: - 12 -
Chapter 2 - Dnatins 2. The Brwse Dnatins screen will appear: 3. When yu first pen the screen, the list will display the dnatins in rder by transactin number. 4. If yu wuld like t see the list rganized in a different rder, yu can make several chices t have the sftware rearrange hw the list appears: - 13 -
Chapter 2 - Dnatins Change Dates, Filter & Srt Yu can als search fr specific dnatins, in rder t print Reprts, Labels, and Statements (pg 185), Crrect a Dnatin (pg 21), and Reverse a Dnatin (pg 26). Find dnatins by narrwing dwn the characteristics that the dnatin(s) yu search pssesses using the Dnatin Brwser Optins (pg 16). Ding s changes the dnatins that appear n the Brwse Dnatins screen, because f ptins yu make t narrw dwn the list f dnatins. Add a Dnatin fr a Selected Giver Yu can even Enter Dnatins (pg 30) fr Givers frm Brwse Dnatins. Use the Giver bx at the tp f the Brwse Dnatins screen t select a Giver. Then, click the buttn t the right f their name. Clicking the buttn pens the screen fr yu t enter the dnatins. Srting the List by One r Mre Clumns Srting By One Clumn Click n the clumn by which yu wuld like t srt the list and an upward arrw will appear. This will autmatically rder yur list by that clumn in ascending rder. Hwever, click nce mre and yu will see that the clumn has rerdered the list in descending rder, with the arrw pinting dwnwards. If yu need t start ver r wuld like t srt the list differently, click the Clear Filter and Srt buttn and the list will appear as it did when yu initially entered the Brwse Dnatins screen. Srting By Multiple Clumns Click nce n the clumn by which yu wuld like t srt first. Then press and hld the SHIFT key until yu select all the clumns yu need and the rder that each ne shuld appear. Yu must hld dwn the SHIFT key until yu are finished chsing the clumns, because therwise yu will lse the rder that yu want t apply t the list. - 14 -
Chapter 2 - Dnatins Fr example: Suppse that yu wanted t srt by the transactin number (Trans #), then by the name f the persn, family r grup making the dnatin (Giver) and then by the name f the accunt twards which the Giver made the dnatin (Accunt Name) 1. Click the Trans. # clumn nce. 2. Press and hld the SHIFT key n the keybard. 3. While hlding the SHIFT key, click nce n Giver and nce n Accunt Name All three clumns will cntain an arrw pinting upwards. Again with the SHIFT key pressed, click n any f the clumns already chsen t change the rder frm ascending t descending. Yu will nw see an arrw pinting dwnwards n any f the clumns yu clicked n t put in descending rder. Dates are ften listed frm latest date t ldest. When finished, let g f the SHIFT key and lk thrugh the list yu custmized. If yu need t start ver r wuld like t srt the clumns in a different way, click the Clear filter and Srt buttn. The Brwse Dnatins screen will then appear as it did when yu first entered. Gruping By Clumns The Brwse Dnatins screen allws yu t als grup tgether yur list f dnatins by the clumn r clumns chsen. Click n the clumn heading and while hlding dwn the muse buttn, drag the clumn ver the text that reads Drag a Clumn here t grup by that clumn and release the muse buttn. Yu have the ptin t repeat this actin fr as many as three clumns. If yu need t start ver r try anther gruping, simply click Restre Default Layut and the list will appear as it did when yu entered the Brwse Dnatins screen. - 15 -
Chapter 2 - Dnatins Shwing / Hiding Reversed Dnatins By default, yur screen will nt shw yu any dnatins, place a checkmark in the bx labeled Include Reversed Transactins and yur reversed dnatins will appear in the list in red. Otherwise remve the check frm the bx and yu will be returned t a list f dnatins that have never been reversed. Scrlling the List f Dnatins When a cmputer screen needs t shw yu a list f dnatins, it will never be able t shw all the items at ne time. S yu use the vertical scrll bar t the right f the list and mve up and dwn thrugh the list f dnatins. Once yu find the rw cntaining the infrmatin yu need, yu can use the hrizntal scrll bar at the bttm f the list t mve frm left t right t find additinal infrmatin abut the dnatins. All the while, the transactin number and the type f transactin will stay in place t allw yu t better lcate the specific line withut lsing track f which line it is. Dnatin Brwser Optins The Dnatin Brwser Optins screen is designed t help yu find the specific dnatins that yu are lking fr in the Brwse Dnatins (pg 11) screen in rder t view and/r crrect them. Yu can reach this screen by clicking the Change Dates, Filter & Srt buttn. T access the Dnatin Brwser Optins screen: - 16 -
Chapter 2 - Dnatins 1. Frm The Initial Prtal f Church Windws chse Dnatins then either: Click the Brwse Dnatins (pg 11) buttn in the Quick Access Buttns in the middle f the screen: OR Click Dnatins in the Buttn Bar at the tp f the screen: Then, frm the menu ptins that appear underneath, click Brwse Dnatins (pg 11): - 17 -
Chapter 2 - Dnatins 2. The Brwse Dnatins (pg 11) screen will appear: 3. Click Change Dates, Filter & Srt - 18 -
Chapter 2 - Dnatins 4. The Dnatin Brwser Optins screen will appear: When lking fr dnatin(s), enter the infrmatin that best describes the dnatin(s) yu seek by entering them in the Filter Tab fields f the Dnatin Brwser Optins screen. If yu wish t adjust the way that this list f dnatins will display, yu can click n any f these tabs t apply yur adjustments: - 19 -
Chapter 2 - Dnatins Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Clumns Tab Determines the rder and the appearance f the clumns displayed. Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Reprt Optins Tab Place a checkmark t select which, if any, Categry indicatrs yu want t include (e.g. V fr Visitr, D fr Dnr, etc.) The Dnatin Brwser Optins als cntains check bxes at the bttm f the screen that yu can use t make the fllwing adjustments: - 20 -
Chapter 2 - Dnatins Shw Transactin Subttals If yu plan t print dnatins frm the Brwse Dnatins (pg 11) screen, place a checkmark in this bx t shw a subttal fr each set f dnatins in the reprt. Suppress Repeating Transactin Data If yu plan t print dnatins frm the Brwse Dnatins (pg 11) screen, place a checkmark in this bx t shw t make redundant infrmatin appear nly nce per instance. Save Selectins As Default If yu find yurself making a certain set f selectins every time and wuld like t have the Dnatin Brwser Optins screen fill in the infrmatin fr yu next time, place a checkmark in this bx. Always Open t this Screen Place a checkmark in this bx, if when yu pen the Brwse Dnatins (pg 11) screen, yu want the Dnatin Brwser Optins screen t autmatically hver ver it. When finished, click the OK buttn t display the list f dnatins determined by the infrmatin yu entered n the Dnatin Brwser Optins screen. If yu wuld like t re-adjust the infrmatin that displays n the Brwse Dnatins (pg 11) screen, click the Change Dates, Filter & Srt buttn again, make yur changes, and click OK. The cntents n the Brwse Dnatins screen will re-adjust accrding t the changes yu make each time. Crrect a Dnatin Use the fllwing instructins t crrect an individual dnatin that has been entered int the sftware with errrs. Crrecting a dnatin will give yu the pprtunity t change any aspect f the dnatin that was entered incrrectly (e.g. date, Giver, amunt, distributin, etc.). - 21 -
Chapter 2 - Dnatins Nte the difference: If yu need t crrect the date r cde f an entire batch f dnatins, yu need t Crrect Psted Batches (pg 58) instead f the instructins belw. If yu need t reverse an individual dnatin withut reversing the entire batch, yu need t Reverse a Dnatin (pg 26) instead. If yu need t reverse the entire batch f dnatins, yu need t Reverse Psted Batches (pg 62) instead. T Crrect a Dnatin: 1. Frm The Initial Prtal f Church Windws chse Dnatins then either: Click the Brwse Dnatins (pg 11) buttn in the Quick Access Buttns in the middle f the screen: OR Click Dnatins in the Buttn Bar at the tp f the screen: - 22 -
Chapter 2 - Dnatins Then, frm the menu ptins that appear underneath, click Brwse Dnatins (pg 11): 2. The Brwse Dnatins (pg 11) screen will appear: 3. Click Change Dates, Filter & Srt (pg 18) r type the Giver name at the tp f the screen t lcate the dnatin that yu want t crrect and click the line that identifies that dnatin: - 23 -
Chapter 2 - Dnatins 4. Click the Crrect buttn at the tp the screen: 5. The Crrect Dnatin screen will appear: 6. Make yur crrectins t the necessary fields n the Crrect Dnatin screen. - 24 -
Chapter 2 - Dnatins 7. Click the Save Dnatin buttn at the bttm f the screen and the fllwing message will appear: 8. Click OK and the message will disappear. 9. Repeat Steps 4-8 if yu need t crrect additinal dnatins. Once finished, if yu wuld like t view yur transactin crrectins, make sure that yu take nte f the transactin numbers. Yu can then lk up the transactins by Transactin # n the Brwse Dnatins (pg 11) screen. Imprtant! If yu change nly change the giving accunt and NOT the amunt fr either a single dnatin r a whle batch that was previusly transferred t Accunting, it will nt autmatically shw up in Transfer Dnatins t Accunting (pg 66). T see any f these crrectins where the amunt has nt changed, yu will need t check the "Shw 'D Nt Transfer' items" bx n the Transfer Dnatins t Accunting (pg 66) screen after yu save yur changes: - 25 -
Chapter 2 - Dnatins Reverse a Dnatin Use the fllwing instructins t reverse a single dnatin that has been entered int the sftware. Reversing a dnatin will essentially delete the dnatin yu selected. Nte the difference: If yu need t reverse the entire batch f dnatins, be sure t fllw the instructins in Reverse Psted Batches (pg 62) instead f the instructins belw. If yu need t alter r crrect individual dnatins in the batch, yu need t Crrect a Dnatin (pg 21) instead. If yu need t crrect the date r cde f an entire batch f dnatins, yu need t Crrect Psted Batches (pg 58) instead. 1. Click Dnatins in the Buttn Bar at the tp f the screen 2. Click the Brwse buttn frm the menu ptins underneath: - 26 -
Chapter 2 - Dnatins 3. This pens the Brwse Dnatins (pg 11) screen: 4. Use the Dnatin Brwser Optins (pg 16) t lcate the dnatin that yu want t reverse and click the line that identifies that dnatin. - 27 -
Chapter 2 - Dnatins 5. Click the Reverse/NSF buttn in the tp right area f the screen: Nte: Reversals are used in place f deletins, this allws an irn-clad audit histry t be maintained. Reversing a transactin is permanent; it is nt pssible t reverse a reversal. - 28 -
Chapter 2 - Dnatins 6. The Reverse Dnatin screen appears and gives yu the fllwing ptins: Recmmended tab: Date ccurred frm riginal transactin: Click t mark the radi buttn next t this ptin if yu wuld like the reversal transactin t cntain the same date as the dnatin riginally psted. This is the recmmended methd as t nt affect earlier r later balances and/r bank recnciliatin amunts. Advanced Optins tab: Clicking n this tab will let yu chse any ther date fr the reversal t take affect. Tday: Click t mark the radi buttn next t this ptin if yu wuld like a reversal transactin fr the reversed dnatin t cntain tday's date. Other date: Click t mark the radi buttn next t this ptin if yu wuld like a reversal transactin fr the reversed dnatin t cntain a different date. Then, click the drpdwn buttn and select the desired date. 7. In the Dnatin Cmments fr Reversing Transactin field, enter a brief descriptin fr future reference int this field explaining why yu are getting rid f this dnatin. 8. If yu are reversing the dnatin due t NSF reasns, place a checkmark in the Reversed due t nn-sufficient funds (NSF) bx. - 29 -
Chapter 2 - Dnatins 9. Click the OK buttn and a message will prmpt yu t verify the permanent reversal f the dnatin. 10. Click Yes and a message will shw yu a cnfirmatin that the dnatin was reversed. 11. Click OK and the message will disappear. 12. Repeat Steps 4-11 if yu need t reverse additinal dnatins. If afterward, yu wuld like t view yur transactin reversals, make sure that yu take nte f the transactin numbers. Yu can then lk up the transactins by Transactin # n the Brwse Dnatins (pg 11) screen. Enter Dnatins Use the Enter Dnatins screen t enter the mney that Givers dnate t yur Church and its purpses / campaigns int the sftware. Thrugh the Enter Dnatins screen, gather the dnatins int a batch and pst the batch. The sftware will then update the dnatin recrds fr the Givers with the infrmatin yu entered. T access the Enter Dnatins screen: - 30 -
Chapter 2 - Dnatins 1. Frm The Initial Prtal f Church Windws chse Dnatins then either: Click the Enter Dnatins buttn in the Quick Access Buttns in the middle f the screen: OR Click Dnatins in the Buttn Bar at the tp f the screen: Then, frm the menu ptins that appear underneath, click Enter Dnatins: - 31 -
Chapter 2 - Dnatins 2. This will pen the Enter Dnatins screen: Nte: The Enter Dnatins screen prvides yu with the ptin f Lcking Fields (pg 45) t make a selectin frm a field and lck it in place r skip a field yu d nt use. Yu might find this mst useful if yu use the ENTER and TAB keys t mve frm ne field t the next. T enable this feature, yu must make a desired selectin frm the field and click the ON light switch t lck it in place, indicated by the OFF light switch. When yu lck the field in place, pressing the ENTER r TAB key will advance t the field after the field that has been lcked. - 32 -
Chapter 2 - Dnatins 3. Dnatin Date Click the drpdwn buttn and select the date n which the dnatins were cllected: 4. Batch Cdes (pg 54) If yu have a Batch Cde that yu wuld like t apply t the dnatin(s), click the drpdwn bx and select it frm the list: Nte s: If yu d nt see a Batch Cde in the list, click the Add buttn t add a new Batch Cde. Adding new Batch Cdes (pg 54) will then allw yu t apply the Batch Cde t the current batch. Als, this new Batch Cde wuld be available fr yu t apply t any future batches that wuld need it. Additinally, this is ne f the Lcking Fields (pg 45), meaning that yu can turn it ff if yu d nt want t fill it ut. - 33 -
Chapter 2 - Dnatins 5. Giver Click the drpdwn buttn f the bx and chse the name f the persn giving mney: Pledge / Giving buttn If yu wish t see a shrt lg f what the selected Giver has already dnated and pledged, click the pledge / giving buttn and a windw will appear. Clse this windw when finished viewing. Start: The Start date f the pledge listed under Accunt Name. End: The End date f the pledged listed under Accunt Name. Accunt Name: The name f the Pledge. Ttal Pledged: The ttal amunt f mney pledged fr the duratin f the pledge. Ttal Given: The ttal amunt f mney given twards the pledge, during this time frame. Plg. Freq.: The frequency at which a prtin f the Ttal Pledged mney. Nte n Plg. Freq. : In the image abve, the Ttal Pledged fr the DEF Fund is listed at $50.00. The Plg. Freq. shws Semi-Annual. This means that the Amunt Per Frequency fr this persn t the DEF Fund is $25.00 every 6 mnths (Semi-Annual), as recrded in the Enter Pledges (pg 101) prcedure. - 34 -
Chapter 2 - Dnatins Nte: If yu d nt find the name f the Giver in the bx, it is pssible that the Giver is inactive r was never added as a Giver. Be sure t verify that the Giver is nt listed as Inactive first, s that yu d nt add a duplicate entry fr a Giver that might already exist. First, place a checkmark in the Shw Inactive bx and search fr the name nce again. Then, after yu have determined that a recrd fr the Giver must be added, click the Add buttn t Add Givers (pg 142). 6. Amunt Enter the entire amunt dnated by the Giver. - 35 -
Chapter 2 - Dnatins 7. Giving Distributin (pg 47) Take a lk at the item in parenthesis belw the amunt yu entered. The item within the parenthesis, called Giving Distributin (pg 47), represents hw the mney entered in the Amunt bx will be distributed amng the funds twards which the Giver is dnating. The item in parenthesis might be a name that smene at yur Church has entered int Dnatins. Otherwise, the item will either say "Accrding T Pledge" r "Manual Distributin." Nte: The amunt that ges in this bx is the ttal f all that the Giver dnates fr all the purpses put tgether fr the specified date. In ther wrds, a Giver might have dnated $45 fr General Giving and $50 fr the Building Fund. In this bx, yu wuld enter $95. Hw that is separated is handled by the Giving Distributin (pg 47). If yu need t change the way the mney is being distributed, click the pie chart buttn t pen the Giving Distributin (pg 47) screen: - 36 -
Chapter 2 - Dnatins Fr example, if yur Church has a way f making a specific Giving Distributin (pg 47) t separate accunts by percentage f the ttal amunt that the Giver dnates, yu can apply that distributin n this screen. 8. Payment Methd Click the drpdwn buttn and chse ne f the fllwing payment methds: - 37 -
Chapter 2 - Dnatins 9. Check r Ref # This field allws yu t enter a number, if needed fr the dnatin. This is ne f the Lcking Fields (pg 45), meaning that yu can turn it ff if yu d nt want t fill it ut. Fr example, cash dnatins wuld nt need these numbers, s the field culd be turned ff while entering cash dnatins and turned n fr checks. 10. Dnatin Cmments In the bx, enter any ptinal infrmatin that describes this dnatin. This is als ne f the Lcking Fields (pg 45). 11. Accunt / Pledge Click the drpdwn buttn f the bx and make the desired selectin: If yu need t Add an Accunt (pg 86), click the buttn and enter the new Giving accunt infrmatin int the Add Giving Accunt screen. If the gift shuld be credited twards a pledge, be sure that the crrect Pledge Range dates are shwing next t the accunt name, r the wrd Current fr this year's pledges. Nte: Als, if yu wuld like t see certain accunts shw up twards the tp f the list that appears when clicking the drpdwn buttn, click the buttn. Yu can rerder the way the accunts appear in the list frm the Order Giving Accunts (pg 95) screen that appears. 12. Amunt Once yu make an Accunt selectin, the dllar amunt entered in the first Amunt bx in Step 7 will appear in the Amunt bx next t yur selectin. If needed, change the amunt f mney that the Giver is dnating t the selected Accunt in the Amunt bx. - 38 -
Chapter 2 - Dnatins 13. Detail Cmments In the bx, enter any ptinal additinal infrmatin that further describes this specific prtin f the dnatin: 14. If yu wuld like t add multiple entries that altgether make up the details f the ne transactin that yu are currently entering, press the Add buttn and repeat Steps 12 thrugh 14 until yu are finished cmpleting the details f the transactin. Otherwise, yu may prceed t the next step. If yu wuld like t remve any line frm the details f the transactin press the delete buttn. If by chance yu press the Delete buttn in errr, and wuld like t bring the line back t where it was, press the Und buttn. 15. When yu have added all f the details fr the specific Giver's dnatin, click the Dne Add T Batch (CTRL + r End) buttn (r hit either the CTRL and + keys, r the End key n the keybard): - 39 -
Chapter 2 - Dnatins 16. If the amunt yu entered in the Amunt bx des nt match the ttal amunt f all giving prtins cmbined, yu will get the fllwing message: As depicted in the fllwing image, the Amunt des nt match the Ttal (in the grid): - 40 -
Chapter 2 - Dnatins Nte: Smetimes the Ttal is mre than the Amunt, r vice versa. It depends n the infrmatin frm which yu are entering the giving details. If yu find that there is a discrepancy in the tw dllar amunts, yu must discuss it with whever has given yu the infrmatin s that yu can enter the infrmatin crrectly. If yu press Yes t the message, the Amunt will be changed t the Ttal (in the grid). Otherwise, press N t manually crrect any prtin befre adding it t the Unpsted Dnatins Batch. 17. Unpsted Dnatins Batch When the transactin is successfully added t the batch it will appear in the list at the bttm f the screen. 18. If yu are mre cmfrtable viewing the items in the Unpsted Dnatins Batch sectin f the screen gruped by the accunt / fund t which they are being dnated instead f gruped by Giver, yu can click the Accunt tab n the right side f the Unpsted Dnatins Batch windw. Repeat the steps abve fr each dnatin yu need t enter until yu have finished creating the batch f dnatin transactins. When yu are finished, yu have the fllwing ptins available t yu: - 41 -
Chapter 2 - Dnatins T make adjustments t any transactins in the Unpsted Dnatins Batch area f the screen, first click n any ne transactin that cntains details that yu wuld like t adjust. Then click Edit t make the changes. The transactin will mve t the tp half f the screen fr yu t adjust. When finished, click the Dne Add T Batch (CTRL + r End) buttn (r hit either the CTRL and + keys, r the End key n the keybard) t finish editing the transactin. T remve any transactins frm the Unpsted Dnatins Batch area f the screen, first click n the transactin. Then, press Remve. Nte: The Edit and Remve buttns are nly available when the Detail tab is pressed. They will nt shw when the Accunt tab is pressed. If yu wuld like, yu can print a batch reprt (which has the same frmat as the Dnatins Lg Reprt (pg 188)) befre saving r psting it. Click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt the reprt and/r Send via Email as a file t be used utside f Church Windws. If yu wuld like t save the batch s that yu can cme back t it at a later time, press Save Batch. This will stre the dnatins in Unpsted Batches (pg 43) until yu are ready t finish and pst the batch. If yu wuld like t pst the batch, press Pst. The dnatins that yu have entered will be recrded as dnatins that have been entered and will appear in Brwse Dnatins (pg 11). If yu wuld like t Transfer Dnatins t Accunting (pg 66) after yu finish psting the batch in the Dnatins Mdule, click Pst & Transfer. - 42 -
Chapter 2 - Dnatins Nte: A message might appear n the screen t warn yu if the day n which yu are psting the batch des nt fall n the standard psting day: If yu are determined t still pst the batch, the sftware will let yu d s. Click Yes t pst the batch, r N t chse anther psting date. If yu wuld like t make adjustments t the standard psting day, g t Dnatins Settings (pg 282). Unpsted Batches A batch f dnatins being entered can always be saved t be wrked n at a later time. Such batches in Church Windws Dnatins are referred t as unpsted batches, which yu can find by clicking the Unpsted Batches buttn n the Enter Dnatins (pg 30) screen: - 43 -
Chapter 2 - Dnatins The Unpsted Batches screen is separated int the fllwing clumns: Date: The date fr which the dnatins in the batch was made. Cde: The batch cde used fr the specific batch. Ttal: The dllar amunt f all the dnatins entries in the batch. Cash: The prtin f the Ttal that represents dnatin entries in the batch made in cash. Check: The prtin f the Ttal that represents dnatin entries in the batch made in check. # f Entries: The number f dnatin entries in the batch. - 44 -
Chapter 2 - Dnatins The buttns acrss the bttm f the screen allw yu t perfrm the fllwing tasks: Select any desired batch yu wish t delete and click the Delete Batch buttn. T make changes t the entries in the batch, select the desired batch and click Edit Batch. The batch with all its entries in the batch will reappear at the bttm prtin f the Enter Dnatins (pg 30) screen, labeled Unpsted Dnatins Batch. Frm there yu can chse any f the entries and edit the infrmatin as needed. If yu decide that the batch infrmatin is crrect and wuld like t pst it, click t select the desired batch and click the Pst Batch buttn. If yu need t print the unpsted batch, click t select the desired batch and click Print Batch. Click the Clse buttn when yu are finished using the screen. Lcking Fields Sme fields in the Enter Dnatins (pg 30) screen cntain the same infrmatin fr every dnatin that yu enter int the batch. - 45 -
Chapter 2 - Dnatins Fr example, all entries in each batch must have either the same Batch Cdes (pg 54) r n Batch Cde at all. S instead f entering the same batch cde every time that yu enter a dnatin int the batch, yu can lck the infrmatin f a field in place. Lcking the infrmatin f a field in place gives yu the ability t refrain frm entering the same infrmatin int a field and mve n t the next field. Nte: Yu might find this helpful if yu are accustmed t hitting the TAB and ENTER keys, when yu enter dnatins int the batch. By lcking a field in place, yu can hit the TAB r ENTER keys and cmpletely skip ver the field t mve n t the next. The fllwing directins will shw yu hw t lck a field in place: 1. Make the desired selectin frm the desired field. 2. Lcate the ON and OFF light switch buttns: - 46 -
Chapter 2 - Dnatins 3. Click the light switch buttn lcated abve the field. The backgrund f the field will turn gray in clr while the field displays the infrmatin yu entered. 4. The light switch buttn will nw shw as being in the OFF psitin and the infrmatin in the field will remain temprarily lcked in place. 5. If yu need t have a field remain unlcked, s that yu can change the infrmatin it cntains, click the OFF switch again, s that it changes t the ON psitin. The backgrund f the field will turn white and yu will be free t make a desired selectin. Skipping Mre Than One Field at One Time In additin, yu can lck mre than ne field at ne time. And unlike Batch Cdes (pg 54), they d nt demand that the whle batch is t cntain the same selectin frm the field. Fr example, if the same batch cntains dnatins given in cash and in checks, yu can alternately lck and unlck the Payment Methd fields and Check r Ref # fields. While the Batch Cde will remain the same at all times, yu can lck the Cash payment methd in place and lck the blank Check r Ref # field (assuming that yur cash transactins d nt have ne). This way, yu can enter all yur cash dnatins at nce. When finished, yu can lck the Check payment methd in place and unlck the Check r Ref # field (s that yu can enter the number fr each check). Abve all, these are just examples intended t give yu an idea f hw mre than ne field can be lcked at ne time. Giving Distributin As yu Enter Dnatins (pg 30), the sftware gives yu the ptin t have dnatins autmatically distributed amng accunts by pledge r by ther means that yu are in cntrl t set in the sftware. Yu als have the ptin f distributing the amunt f mney given manually acrss the accunts t which the dnatins are being given. T access the Giving Distributin screen: - 47 -
Chapter 2 - Dnatins Frm The Initial Prtal f Church Windws chse Dnatins. Click Dnatins in the Buttn Bar at the tp f the screen Then either: 1. Click the Giving Distributin buttn: OR 2. Open the Enter Dnatins (pg 30) screen and click the pie graph buttn next t the Amunt field: Frm the Giving Distributin screen yu can d ne r mre f the fllwing tasks: - 48 -
Chapter 2 - Dnatins Setting up a Custm Giving Distributin 1. In the Giving Distributin screen, click the Add buttn and enter a name that yu wuld like t use t represent yur custm distributin. - 49 -
Chapter 2 - Dnatins 2. Press OK and the Giving Distributin screen will make space available fr yu t enter the accunts and the percentage prtins. 3. Enter the desired accunts and the percentage prtins. - 50 -
Chapter 2 - Dnatins 4. If yu want these custm settings t be the nes that yu primarily use t distribute the dnatins amunt when entering dnatins, place a checkmark in the Save selected Giving Distributin as default bx. Yu can als add new lines t the distributin by clicking the <<Click here t enter accunts and percentages >> line, r pressing any available Add buttn. T discard changes, click the Und buttn. Yu can als remve as many lines as yu wish by clicking the Delete buttn at the end f the line yu wish t remve. When finished, click Clse t exit the Giving Distributin screen. Changing the Giving Distributin Settings 1. Frm the Selected Distributin bx, click the drpdwn buttn and chse the name whse settings yu want t change. - 51 -
Chapter 2 - Dnatins 2. If yu need t change the giving accunt, click the accunt and a drpdwn buttn and a clear buttn will appear n the line yu clicked. Click the drpdwn buttn t select a different accunt. 3. If yu need t change the percentage, click the number in the Percentage bx and replace it with the desired number. Yu can als add new lines t the distributin by clicking the <<Click here t enter accunts and percentages >> line, r pressing any available Add buttn. T discard changes, click the Und buttn. - 52 -
Chapter 2 - Dnatins Yu can als remve as many lines as yu wish by clicking the Delete buttn at the end f the line yu wish t remve. When finished, click Clse t exit the Giving Distributin screen. Nte: If yu want these custm settings t be the nes that yu primarily use t distribute the dnatins amunt when entering dnatins, place a checkmark in the Save selected Giving Distributin as default bx. Remving Giving Distributin Settings 1. Frm the Selected Distributin bx, click the drpdwn buttn and chse the name and settings that yu want t remve. - 53 -
Chapter 2 - Dnatins 2. Press the Delete buttn and the name and its settings autmatically disappear. Batch Cdes Each time yu Enter Dnatins (pg 30), yu have the ptin t apply a Batch Cde which is a label that identifies the verall purpse f the batch f dnatins. Each batch cde cntains a descriptin that further explains the purpse fr that batch cde. Use the Batch Cdes screen t add, change, r remve the cdes used in the sftware. T access the Batch Cdes screen: 1. Click Dnatins in the Buttn Bar at the tp f the screen 2. Click the Batch Cdes buttn: Frm this screen yu can d ne r mre f the fllwing: Add a New Batch Cde - 54 -
Chapter 2 - Dnatins Make a chice f what t put fr a cde and descriptin. Then, press Add. The new cde will be added t the list f available Batch Cdes. When yu are finished, click the OK buttn at the bttm f the screen. Change an Existing Batch Cde Click the area that yu want t change. Fr instance, if yu want t change a cde f a certain item in the list, click inside the Cde field. Make the desired changes and press the ENTER key n the keybard when finished. The changes will shw n all past and future transactins. When yu are finished, click the OK buttn at the bttm f the screen. Remve a Batch Cde The sftware will let yu remve a batch cde nly when the batch cde has nt been used in the sftware. T find ut which case applies t yu, click the item yu wish t delete and click the Remve Selected buttn at the - 55 -
Chapter 2 - Dnatins bttm f the screen. If yu get the fllwing message and wish t delete the item frm the list, click the Yes buttn and the batch cde and descriptin will disappear frm the list. Otherwise, if yu receive the fllwing message, press OK and the batch cde and descriptin will nt disappear. This als means that yu will nt be able t delete the batch cde and descriptins until next year. T find ut r change when yur next year begins, g t the Dnatins Settings (pg 282) screen and check abve the setting fr the Start Mnth and the default date range that appears. - 56 -
Chapter 2 - Dnatins When yu are finished, click the OK buttn at the bttm f the screen. Reversals and Crrectins At sme pint, yu will find that a dnatin that has already been psted int the system cntains infrmatin that is either incrrect r invalid. These crrectins are made either frm Brwse Dnatins (pg 11) r frm the Psted Batches screen. Use the fllwing explanatins t determine which actin yu'll need t take in rder t make the change(s) t the applicable dnatin(s). Crrecting a Single Dnatin When yu Crrect a Dnatin (pg 21), nly the transactin that cntains the riginal dnatin infrmatin will autmatically be marked as reversed. In additin, ne mre transactin will autmatically be created with the negative amunt f what the riginal dnatin cntained. Finally, the crrectin yu made t the dnatin will be psted as a new transactin that will shw n statements and reprts. Crrecting a Batch f Dnatins Reversing a Single Dnatin When yu Crrect Psted Batches (pg 58), all the transactins that the riginal batch cntains will be marked as reversed. In additin, anther transactin will autmatically be created with the negative amunt f what each f the riginal dnatins cntained. Finally, the crrectin yu made t the Batch f dnatins will be psted as new transactins fr every dnatin in the Batch which will shw n statements and reprts. When yu Reverse a Dnatin (pg 26), nly the transactin that cntains the riginal dnatin will be marked as reversed. Als, a new transactin will be created with the negative amunt f what the riginal dnatin cntained. - 57 -
Chapter 2 - Dnatins Reversing a Batch f Dnatins When yu Reverse Psted Batches (pg 62), every transactin that the batch cntains will be marked as reversed. Als, a new transactin will be created fr each transactin that was marked as reversed. Each new transactin will cntain a negative amunt f what the riginal dnatins cntained. Nte: Reversals are used in place f deletins, this allws an irn-clad audit histry t be maintained. Reversing a transactin is permanent; it is nt pssible t reverse a reversal. Crrect Psted Batches Use the fllwing instructins t crrect an entire batch f dnatins that has already been psted int the sftware with errrs. Crrecting a psted dnatins batch will give yu the pprtunity t change either the Batch Cdes (pg 54) r the Batch Date Occurred. Nte the difference: If yu need t crrect individual dnatins in the batch, be sure t fllw the instructins in Crrect a Dnatin (pg 21) instead f the instructins belw. If yu need t reverse an individual dnatin withut reversing the entire batch, yu need t Reverse a Dnatin (pg 26) instead. If yu need t reverse the entire batch f dnatins, yu need t Reverse Psted Batches (pg 62) instead. 1. Click Dnatins in the Buttn Bar at the tp f the screen - 58 -
Chapter 2 - Dnatins 2. Click the Psted Batches buttn. 3. Enter the desired date range and click n the Apply Dates buttn. The relevant batches will appear: 4. Click the line that cntains the infrmatin abut the batch that yu want t reverse. - 59 -
Chapter 2 - Dnatins Nte: Click the expand buttn t the left f each rw t view details (when expanded it will becme a cllapse buttn). 5. Click the Crrect Batch buttn in the bttm left crner f the screen. 6. Chse frm either f the fllwing ptins. Change the date in the Batch Date Occurred bx if yu wuld like the batch t be recrded with a different batch psting date. If yu wuld like t change the batch cde, click the drpdwn buttn f the Batch Cde bx and chse the desire batch cde. - 60 -
Chapter 2 - Dnatins 7. Click OK t cnfirm withut transferring t the Accunting Mdule, r OK & Transfer t als Transfer Dnatins t Accunting (pg 66). A message will shw yu the transactin numbers fr each dnatin crrectin in the batch. If afterward, yu wuld like t view the transactins cntained in the crrected batch, make sure that yu take nte f the transactin numbers. Yu can then lk up the transactins by Transactin # n the Brwse Dnatins (pg 11) screen. Imprtant! If yu change either a single dnatin r a whle batch that has previusly been transferred but nly change the giving accunt and NOT the amunt, it will nt autmatically shw up t transfer t Accunting. T see any crrectins where the amunt has nt changed, yu will need t check the "Shw 'D Nt Transfer' items" bx n the Transfer Dnatins t Accunting (pg 66) screen after yu save yur changes: 8. Click the OK buttn. When yu are finished, yu can either chse anther batch t crrect, r exit the screen by clicking the Clse buttn in the bttm right crner f the Psted Batches screen. - 61 -
Chapter 2 - Dnatins Reverse Psted Batches Use the fllwing instructins t reverse an entire batch f dnatins. Reversing a psted dnatins batch will essentially delete every single dnatin cntained within the batch yu selected. Nte the difference: If yu need t reverse an individual dnatin withut reversing the entire batch, yu need t Reverse a Dnatin (pg 26) instead. If yu need t alter r crrect individual dnatins in the batch, yu need t Crrect a Dnatin (pg 21) instead. If yu need t crrect the date r cde f an entire batch f dnatins, yu need t Crrect Psted Batches (pg 58) instead. 1. Click Dnatins in the Buttn Bar at the tp f the screen 2. Click the Psted Batches buttn. - 62 -
Chapter 2 - Dnatins 3. Select a date range. 4. Click the line that identifies the infrmatin abut the batch that yu want t reverse. Nte: Click the expand buttn t the left f each rw t view details (when expanded it will becme a cllapse buttn). - 63 -
Chapter 2 - Dnatins 5. Click the Reverse buttn in the bttm left crner f the screen. Nte: Reversals are used in place f deletins, this allws an irn-clad audit histry t be maintained. Reversing a transactin is permanent; it is nt pssible t reverse a reversal. 6. The Reverse Dnatin screen appears and gives yu the fllwing ptins. Date ccurred frm riginal transactin: Click t mark the radi buttn next t this ptin if yu wuld like a reversal transactin fr each reversed dnatin in the batch t cntain the same date as each dnatin riginally psted. Tday: Click t mark the radi buttn next t this ptin if yu wuld like a reversal transactin fr each reversed dnatin in the batch t cntain tday's date. Other date: Click t mark the radi buttn next t this ptin if yu wuld like a reversal transactin fr each reversed dnatin t cntain a different date. Then, click the drpdwn buttn and select the desired date. 7. In the Dnatin Cmments field, enter any additinal infrmatin that yu wuld like t attach t the dnatin t be reversed. 8. If yu are reversing the whle batch due t NSF reasns, place a checkmark in the Reversed due t nn-sufficient funds (NSF) bx. - 64 -
Chapter 2 - Dnatins 9. Click the OK buttn t cnfirm withut transferring t Accunting, r OK & Transfer t transfer the reversal t Accunting after cnfirming the reversal. A message will prmpt yu t verify the permanent reversal f the selected batch. 10. Click Yes and a message will shw yu the transactin numbers fr each dnatin reversal in the batch. Nte: If afterward, yu wuld like t view the transactins yu reversed in the batch, make sure that yu take nte f the transactin numbers. Yu can then lk up the transactins by Transactin # n the Brwse Dnatins (pg 11) screen. 11. Click OK and the batch will disappear frm the list f Psted Batches. When yu are finished, yu can either chse anther batch t reverse r crrect, r exit the screen by clicking the Clse buttn in the bttm right crner f the Psted Batches screen. - 65 -
Chapter 2 - Dnatins Transfer Dnatins t Accunting Once yu have psted a batch f dnatins using Enter Dnatins (pg 30), yu can transfer the infrmatin frm the Church Windws Dnatins Mdule t the Accunting Mdule. T be able t d s, yu must have a Chart f Accunts set up in the Accunting Mdule. Then, yu must Link Dnatins t Accunting (pg 286) s that yur Dnatins accunts are matched up with the crrespnding Accunting Mdule Chart f Accunts. T access the Transfer Dnatins t Accunting screen: Frm The Initial Prtal f Church Windws chse either: 1. Dnatins Then click Dnatins in the Buttn Bar OR 2. Accunting Click the Transfer t Accunting buttn Then click Transactins in the Buttn Bar Click the Transfer t Accunting buttn The Transfer Dnatins t Accunting screen will appear: - 66 -
- 67 - Chapter 2 - Dnatins
Chapter 2 - Dnatins The tabs in this screen allw yu t perfrm the fllwing tasks: Transfer Dnatins When a batch f dnatins is psted, yu can then transfer the batch frm Dnatins t Accunting. T access the Transfer Dnatins tab that cntains the ptins necessary t transfer the batch, yu can click the Pst & Transfer buttn n the Enter Dnatins (pg 30) screen. Otherwise, click the Transfer t Accunting buttn frm the series f buttns fund abve in the Dnatins r Accunting menus. Lcate the batch that yu want t transfer t Accunting. Yu can rearrange the rder f the items being displayed by clicking any f the clumns. Date Occurred: The date n which the batch was psted. Batch Cde: Displays the batch cde used at the time the batch was psted, if used. Ttal Amunt: The amunt f all the dnatins entered int the batch. Each line represents a batch that has been entered and psted in the Dnatins Mdule, but nt yet transferred t Accunting. Click the expand buttn t the left f each rw t view details (when expanded it will becme a cllapse buttn). In the revealed batch details yu can nly change the accunts shwn in the Debited Accunt and Credited Accunt clumns. If yu need t make changes, click the Debited Accunt r Credited Accunt bx yu wish t change and select the desired accunt. If yu wish t currently refrain frm transferring the batch t Accunting, yu can click t check the D Nt Transfer bx n the line that represents yur batch. The line that cntains the infrmatin abut the batch will disappear nly frm view. - 68 -
Chapter 2 - Dnatins Place a checkmark in the Shw D Nt Transfer Items bx t bring any such items back int view at any given time. Once this bx is checked, any items that have nt yet been transferred will reappear unless they have been already transferred. When yu are ready t transfer the batch t the Accunting Mdule, click Pst. The Cnfirm DONA screen shws a line fr each accunt in the Accunting Mdule and the crrespnding Debit Amunt / Credit Amunt that will be affected after yu cnfirm the Dnatins transfer. Type any Cmments yu wish t add next t each line and/r fr the whle batch. Cnfirm the Dnatins transfer t Accunting by clicking the Pst buttn at the bttm f the screen. A message will display the transactin number(s) created by the successful transfer f the Dnatins batch t the Accunting Mdule. Use the transactin number(s) in the message t lcate the transactin(s) in the Brwse Transactins screen f the Accunting Mdule, where each transactin invlved in the batch yu transferred will be kept track f as a DONA transactin. Click OK t clear the message. The batch yu psted in the Transfer Dnatins list will disappear. Click the Psted Transfers tab t lcate the batch yu just psted and print if necessary. Print Selected Transfer(s) If yu wish t print the infrmatin abut the batch yu wish t transfer, click the line that describes the batch and select the Print Selected Transfer buttn at the bttm f the screen t custmize the Transfer Reprt Optins (pg 72). Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Default Accunt Links If yu are using the Accunting Mdule alng with Dnatins, use the Default Accunt Links tab in the - 69 -
Chapter 2 - Dnatins Transfer Dnatins t Accunting screen t Link Dnatins t Accunting (pg 286). Here yu can set up, crrect, r remve the links between giving accunts in Dnatins t the accunts stred in the Chart f Accunts f the Accunting Mdule. When the screen appears, n the Default Accunt Links tab, use the fllwing clumns t make the necessary adjustments. T print r exprt a reprt that shws the current settings f the links, click the Print Accunt Links (pg 287) buttn. Psted Transfers After a batch has been psted t Accunting, yu can view it using the Psted Transfers tab in the Transfer t Accunting screen. Select the Date Range fr the psted batch yu seek t find. Then use any f the fllwing clumns t lcate the specific batch and its entries. Trans #: The transactin number given t the Dnatins batch item(s) at the time f psting. Date Occurred: The date that the batch was manually set t represent. DONA Batch Cde: The batch cde psted with the Dnatins batch, if applied. - 70 -
Chapter 2 - Dnatins Ttal Amunt Transferred: The sum f all batch item dllar amunts. DONA Date Psted: The date n which the batch was psted t Accunting. Click the expand buttn t the left f each rw t view details (when expanded it will becme a cllapse buttn). Each set f details shws the Batch Cde, Amunt, Giving Accunt, Debit Accunt, Credit Accunt, and Giving Psted fr each item in the psted batch. Click the cllapse buttn t cllapse the details. Print Selected Transfer(s) T print psted transfers, click the Psted Transfers tab t view the list f batches already psted t Accunting. If yu wish t print a batch in the list, click it nce t select it. If yu wish t select mre than ne line, hld dwn the CTRL key n the keybard, and click the next desired line. Then click the Print Selected Transfer(s) buttn and the Transfer Reprt Optins (pg 72) screen will appear. Use the tabs and ptins available t frmat the infrmatin as needed. Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. - 71 -
Chapter 2 - Dnatins Transfer Reprt Optins Use the Transfer Reprt Optins screen t print a reprt abut batches in Dnatins either befre r after yu Transfer Dnatins t Accunting (pg 66). Chse any f the fllwing tabs t apply additinal settings: Clumns Tab Determines the rder and the appearance f the clumns displayed. Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. - 72 -
Chapter 2 - Dnatins Imprt Dnatins Any dnatins that were made electrnically can be imprted int the sftware frm a data file prvided t yu by the service/cmpany wh prcesses yur electrnic dnatins s that yu d nt have t Enter Dnatins (pg 30) manually. Determine the type f electrnic dnatin service yu are using, and select it frm the Imprt Dnatins buttn fund under the Dnatins menu. The ptins are as fllws: Vanc Authrize.NET Ardent Clver Dnatins EFT Plus EGiving Text File T access the Imprt screen: 1. Frm The Initial Prtal f Church Windws chse Dnatins. 2. Click Imprt frm the Dnatins menu in the Buttn Bar. - 73 -
Chapter 2 - Dnatins 3. Frm the drpdwn menu, chse either yur service/cmpany r chse Text File: Vanc Fr Vanc imprts, yu nw have tw imprt ptins: Imprt via dwnlad Lgin t Vanc directly t imprt dnatins, first chse a date range and then click Begin Dwnlad: - 74 -
Chapter 2 - Dnatins A cnfirmatin windw will pen, chse Yes if it is crrect r N t change the dates selected: - 75 -
Chapter 2 - Dnatins Then, yu will lgin using the accunt credentials Vanc will prvide fr Church Windws: Nte: Any Church wh uses Vanc and wuld like t use the Dwnlad ptin t imprt the giving directly int Church Windws needs t have a new Web Services Lgin created fr them by Vanc first. Click here t initiate this prcess with Vanc. Type Church Windws in the Sftware/Web Prcessr Name bx. The credentials will then be emailed t the designated Church cntact. - 76 -
Chapter 2 - Dnatins Yur dwnlad will then begin: A pp-up message will alert yu if there are n dnatins available: Cntinue n t Step 4 belw. Imprt via file - Fllws the same imprt prcedure as the ther cmpanies and text file imprts, as explained belw. - 77 -
Chapter 2 - Dnatins Learn Abut Vanc - This link is fr thse wh d nt yet use the Vanc service and are curius abut it. Authrize.NET, Ardent, Clver Dnatins, EFT Plus, r EGiving Text File When the Imprt screen appears, click the Select Imprt File buttn. First, yu will need t fllw the instructins at the tp f the File Definitin tab t enter a few additinal settings: Match the fields names frm yur imprt file t the crrespnding fur imprt fields in Church Windws: Date Giver Amunt Accunt Next, chse the file type: Cmma (.CSV) r Tab (.TXT) delimited. - 78 -
Chapter 2 - Dnatins Then click the Imprted Dnatins tab and click the Select Imprt File buttn in the tp left. Use the windw that appears next t navigate t the lcatin where yur imprt file is stred n yur cmputer. Nte: If the file is still attached t yur email, yu must first dwnlad it and stre it t a lcatin n the hard drive, r n sme kind f media cnnected t the cmputer where yu are accessing the Imprt Dnatins feature. Click the file t select it, and click Open t prceed. 4. Regardless f which type f imprt yu chse abve, the Imprted Dnatins tab will then ppulate the list with the cntents f the imprt file: Each entry will have a Dnatin Date, a Giver, an Accunt, and an Amunt. - 79 -
Chapter 2 - Dnatins Nte: The Giver and Accunt names will nly ppulate if the items have already been linked befrehand n the Setup Givers tab (pg 82) and the Setup Giving Accunts tab (pg 83). Otherwise, yu will first be prmpted t link them n the Unmatched Items frm Imprt tab (pg 81). 5. Click the Create Dnatins buttn in the tp right and the Imprted Batches screen will shw yu the batch dates detected in the imprt file. The system will nt duplicate identical transactin; if all f the transactins have previusly been imprted the fllwing message will appear: - 80 -
Chapter 2 - Dnatins 6. Click t select each batch yu have imprted and click the Pst Batch buttn t finalize a psting f the imprted batch(es) f dnatins: 7. Then yu can Transfer Dnatins t Accunting (pg 66) just like any ther manually entered batch f dnatins. 8. If yu clse the Imprted Batches screen withut psting, yur batches will be saved in the Unpsted Batches (pg 43) screen which can be accessed thrugh the Enter Dnatins (pg 30) screen. 9. Yu can als click the Print Batch buttn befre psting, r click the buttn t Delete the batch, accrding t what is needed. 10. Clse the windw when finished. Unmatched Items frm Imprt tab If the imprt file cntains items that are nt linked t Givers r Giving Accunts currently stred in Dnatins, the Unmatched Items frm Imprt tab will immediately reveal them each in its wn list: - 81 -
Chapter 2 - Dnatins In the Givers list, click each empty bx lcated next t the ID. Chse the crrespnding Giver frm the drpdwn bx that appears. Then, click the Save Giver Matches buttn. Link tgether any unmatched IDs by clicking the empty bx fund next t it in the Accunts list. Then, click Save Accunt Matches. Nte: The Authrize.NET file imprt feature will nly prvide yu with a Save Giver Matches buttn. Hwever, yu must still select the Accunt frm the drpdwn bx t the right f the Givers list. Setup Givers tab If yu have Givers that pt t use electrnic transfer fr the dnatins they make, yu can use the Setup Givers - 82 -
Chapter 2 - Dnatins tab at any given time t link the unmatched infrmatin with the Giver name in Dnatins: Chse the Giver frm either the drpdwn bx, r the list belw it. Then, click the empty bx beside the Giver name and chse the crrespnding name. T have the list display Givers that are linked and/r unlinked, click t place a checkmark beside the Shw Linked and/r Shw Unlinked bx. Setup Giving Accunts tab With the exceptin f Authrize.NET files, use the Setup Givers tab at any given time t link the unmatched infrmatin with Giving Accunts in Dnatins: - 83 -
Chapter 2 - Dnatins Chse the Giving Accunt frm either the drpdwn bx, r the list belw it. Then, click the empty bx beside the Giving Accunt and chse the crrespnding name. T have the list display giving accunts that are linked and/r unlinked, click t place a checkmark beside the Shw Linked and/r Shw Unlinked bx. - 84 -
Chapter 3 Chapter 3 - Accunts & Pledges Accunts & Pledges Here yu will find varius ptins t Manage Accunts (pg 85), Add an Accunt (pg 86), set the Order Giving Accunts (pg 95), and it allws yu t view and Enter Pledges (pg 101) and wrk with Subttals (pg 127). Manage Accunts The Manage Accunts screen serves as the main cntrl panel fr all the pledge and nn-pledge giving accunts. All accunts have a set f cmmn characteristics. And yet, each ne cntains its wn unique settings fr the purpse that it serves. T access the Manage Accunts screen: 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen - 85 -
Chapter 3 - Accunts & Pledges 2. Click the Manage Accunts buttn frm the ptins that appear underneath. Use the Giving Accunts screen t perfrm any f the fllwing tasks: Add an Accunt Use the fllwing instructins t add an accunt s that yu can Enter Dnatins (pg 30) and Enter Pledges (pg 101) fr the Givers that make dnatins and/r Pledges (pg 98) t yur Church. 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen - 86 -
Chapter 3 - Accunts & Pledges 2. Click the Add Accunt buttn frm the ptins that appear underneath. 3. Enter the fllwing infrmatin: In the ID bx, chse any kind f number and/r letter cmbinatin f yur preference in the sftware. Yu might find it helpful if yur Church cmes up with a numbering system fr its accunts, s that it can rganize them in a way f which it apprves. In the Accunt Name bx, enter the desired name fr the new accunt. 4. Click the Mre Accunt Details buttn. - 87 -
Chapter 3 - Accunts & Pledges 5. By default, the Print n statement and Pledge Accunt bxes will be checked fr yu. Make any desired changes t these r any ther ptins in this area. Print n statement: If yu want the accunt t appear n Dnatin Statements (pg 236) fr each Giver that will be making dnatins and/r pledges t it, make sure that a checkmark is placed in this bx. Inactive: Place a check in this bx t hide the accunt frm the Enter Dnatins (pg 30) screen. Yu might find this useful if, fr example, yu set up the accunt at ne pint in time, but plan t use it at a later time. Or, yu might find this useful if yu have finished using the accunt and d nt want further dnatins t be entered twards it. Giving Is Tax Deductible: If yu r yur Church have determined that the mney that is being cllected frm dnatins is t appear as an amunt that is tax deductible n the statement f the Giver, check this bx. Cmments: (Optinal) Place any additinal infrmatin abut this accunt. Fr example, if yu place infrmatin abut the accunt yu can have it available fr reference and understanding at a later time. Pledgeable Accunt: If yu want t make this accunt keep track f pledges, as well as giving, make sure that a checkmark is placed in this bx. If yu d nt place a check in this bx, the accunt will nt appear n the Pledges (pg 98) screen. Frequency: If yur Church has determined that anyne wh makes a pledge t this accunt is required t make the pledge t make a dnatin at nly ne certain frequency, click the drpdwn buttn and chse the desired frequency. 6. When yu are finished, click the OK buttn and the Add Giving Accunt screen will disappear. - 88 -
Chapter 3 - Accunts & Pledges 7. T verify that the accunt has been added, click Accunts & Pledges in the Buttn Bar at the tp f the screen 8. Click the Manage Accunts buttn frm the ptins that appear underneath. 9. Find the giving accunt that yu added in the list f Giving Accunts n the left side f the screen and click it nce t select it. 10. Take a lk at the right side f the screen t verify that the settings yu made are crrect. If yu need t make any changes, yu can make them nw. If yu wish t add additinal Giving Accunts, click the Add buttn at the tp f the list f Giving Accunts: - 89 -
Chapter 3 - Accunts & Pledges Then, in these instructins: a. Fllw Steps 3 thrugh 6. b. Skip Steps 7 and 8. c. Fllw Steps 9 and 10. When yu are finished, click the X in the upper right crner f the Giving Accunts screen. Change and/r View Giving Accunt 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen - 90 -
Chapter 3 - Accunts & Pledges 2. Click the Manage Accunts buttn frm the ptins that appear underneath. 3. In the Search bx, type the name r number f the accunt whse infrmatin yu need t change and press the ENTER key n the keybard. The full number and name f the accunt will appear in the Search bx and will be selected in the list belw. Nte: If yu find it easier t scrll t the accunt, yu can brwse the list and click it when yu find it. 4. With the desired accunt selected n the left side, lk at the right side f the screen and make sure that it cntains the same infrmatin as the selected accunt. 5. On the right side f the screen, make any r all f the fllwing selectins: Print n statement: If yu want the accunt t appear n Dnatin Statements (pg 236) fr each Giver that will be making dnatins and/r pledges t it, make sure that a checkmark is placed in this bx. If yu d nt place a check in this bx, the accunt will nt appear n any statement. - 91 -
Chapter 3 - Accunts & Pledges Inactive: Place a check in this bx t hide the accunt frm the Enter Dnatins (pg 30) screen. Yu might find this useful if, fr example, yu set up the accunt at ne pint in time, but plan t use it at a later time. Or, yu might find this useful if yu have finished using the accunt and d nt want further dnatins t be entered twards it. Cmments: Place any additinal infrmatin abut this accunt. Fr example, if yu place infrmatin abut the accunt yu can have it available fr reference and understanding at a later time. Giving Is Tax Deductible: If yu r yur Church have determined that the mney that is being cllected frm dnatins is t appear as an amunt that is tax deductible n the statement f the Giver, check this bx. Pledgeable Accunt: If yu want t make this accunt keep track f pledges, as well as giving, make sure that a checkmark is placed in this bx. If yu d nt place a check in this bx, the accunt will nt appear n the Pledges (pg 98) screen. Frequency: If yur Church has determined that anyne wh makes a pledge t this accunt is required t make the pledge t make a dnatin at nly ne certain frequency, click the drpdwn bx and chse the desired frequency. If yu have any further changes yu wuld like t make t any accunts in the Giving Accunts screen, repeat these instructins. When yu are finished, click the X in the upper right crner f the Giving Accunts screen. Delete a Giving Accunt Use the fllwing instructins t remve an accunt that yu n lnger need fr dnatins and/r pledges t yur Church. - 92 -
Chapter 3 - Accunts & Pledges 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen 2. Click the Manage Accunts buttn frm the ptins that appear underneath. - 93 -
Chapter 3 - Accunts & Pledges 3. In the Search bx, type the name r number f the accunt whse infrmatin yu need t change and press the ENTER key n the keybard. The full number and name f the accunt will appear in the Search bx and will be selected in the list belw. Nte: If yu find it easier t scrll t the accunt, yu can brwse the list and click it when yu find it. 4. With the desired accunt selected n the left side, lk at the right side f the screen and make sure that it cntains the same infrmatin as the selected accunt. 5. On the right side f the screen belw the accunt name, a tab labeled Detail will display the current settings fr the accunt. 6. Click the Delete buttn at the bttm f the Detail tab. If yu have any further changes yu wuld like t make t any accunts in the Giving Accunts screen, repeat these instructins. When yu are finished, click the X in the upper right crner f the Giving Accunts screen. - 94 -
Chapter 3 - Accunts & Pledges Order Giving Accunts When yu Enter Dnatins (pg 30), yu have the ptin f making certain giving accunts appear twards the tp f the Accunt / Pledge bx. The Giving Accunt Order screen sets the rder f appearance in which the accunts appear when the Accunts / Pledges (pg 98) drpdwn is expanded. T access the Giving Accunt Order screen, either click the buttn in the Enter Dnatins (pg 30) screen OR: 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen - 95 -
Chapter 3 - Accunts & Pledges 2. Click the Order Accunts buttn frm the ptins that appear underneath. The Giving Accunt Order screen appears with the list f accunts in the current rder. If yu need t lcate an accunt withut scrlling t it in the list, enter the name r number in the search bx at the tp f the screen until the name appears. - 96 -
Chapter 3 - Accunts & Pledges Nte: Yu might see mre accunts in this list than yu wuld when entering dnatins. This means that sme f the accunts have been marked as Inactive in the Manage Accunts (pg 85), which hides them frm the Enter Dnatins (pg 30) screen. There are several ways that yu can rganize the accunts in the list: - 97 -
Chapter 3 - Accunts & Pledges Srt by Name If yu want the accunts t be in alphabetical rder by accunt name, click the Srt by Name buttn. Srt by Number If yu want the accunts t be in numerical rder by accunt number, click the Srt by Number buttn. Select the Accunt and Use the Up and Dwn Arrws Yu can click the desired accunt nce in rder t select it. Then use the up and dwn arrws alng the right side f the list f giving accunts t mve the accunt in the desired directin. When yu are finished, click the OK buttn at the bttm f the screen. Pledges The View and Enter Pledges (pg 101) screen keeps track f the pledge infrmatin fr ptential and definite Givers and the pledge campaigns, twards which they set a gal t dnate an amunt f mney within set time frames. Use the View and Enter Pledges screen t wrk with all that invlves pledge campaigns and its participants. T access the View and Enter Pledges screen: Frm The Initial Prtal f Church Windws chse Dnatins and then either: 1. Click the blue ribbn buttn in the bx f Quick Access Buttns: - 98 -
Chapter 3 - Accunts & Pledges OR 2. Click Accunts & Pledges in the Buttn Bar at the tp f the screen Then frm the menu ptins that appear underneath, click Pledges buttn - 99 -
Chapter 3 - Accunts & Pledges This will pen the View and Enter Pledges screen: This screen is separated int tw tabs: Campaign Pledges Use this tab t lk up yur Church s pledge campaigns t see the campaign infrmatin. Alng with the campaign infrmatin, the list f the campaign participants will als be available fr yu t view and adjust as needed. - 100 -
Chapter 3 - Accunts & Pledges Add a New Campaign When a new campaign is t take place at yur Church, yu can set it up with any necessary initial infrmatin befre yu add Givers t the campaign. Add Givers t an Existing Campaign Once a campaign is set up, yu can add names f anyne making a pledge twards the campaign. Change r Remve the Campaign Infrmatin Make changes t campaigns that already exist, r even remving a desired campaign when yu have determined necessary. Cpy a Campaign Use the same characteristics f an existing campaign t create anther campaign. Pledges by Giver Use this tab t lk up pledge infrmatin fr participants in yur Church s pledge campaigns. Once the infrmatin is pulled up n the screen, yu will be able t add new pledges fr the pledge participants and make changes t any f their existing pledge infrmatin. Enter Pledges If an individual r grup is making a pledge t give a certain amunt f mney t a purpse at yur Church, yu must enter it int the sftware. Change and/r Remve Pledge Infrmatin Make changes t pledges that already exist fr specific Givers, r even remve a desired pledge when yu have determined necessary. Enter Pledges When an individual r grup has pledged t dnate mney fr purpses and campaigns at yur Church, use these instructins t add the pledging infrmatin n the View and Enter Pledges (pg 98) screen. - 101 -
Chapter 3 - Accunts & Pledges T access the Enter Pledges screen: Frm The Initial Prtal f Church Windws chse Dnatins Click Accunts & Pledges in the Buttn Bar at the tp f the screen Frm the menu ptins that appear underneath, click Pledges t enter the screen. If using the Campaign Pledges (pg 100) tab: Chse the Campaign r Add a New Campaign (pg 111). Click the Find Pledges buttn if yu have previusly added pledges fr individual r grup Givers that are related t, r shuld be included in, the selected Campaign. - 102 -
Chapter 3 - Accunts & Pledges If using the Pledges by Giver (pg 101) tab: The Shw bxes give yu the ptin t shw r hide past, present, and/r future pledges listed n the recrd f the chsen individual r grup. If yu wuld like the View and Enter Pledges screen t shw nly certain pledge infrmatin, remve the checkmark frm the desired bx. Otherwise, leave the bx with a checkmark inside it t include the cntents that the bx is meant t display. Click the Prir System Dnatins (pg 122) bx if the individual r grup Giver made a dnatin prir t when yur Church started using the Dnatins Mdule. Giver Lk up the name f the desired individual r grup. The name that appears in the bx when first pening t the screen is the first recrd f all individuals and grups f peple entered in the sftware. Start typing the name yu are searching, r click the drpdwn buttn. Yu can als use the Previus and Next buttns t pull up a recrd fr an individual r grup that fllws in sequence. Placing a checkmark in the Sequence by Giver Number bx, changes the sequence s that when yu click the Previus and Next buttns, the names shw up in rder by Giver Number. In the larger prtin f the View and Enter Pledges screen is a list f any pledges made by the selected individual r grup r twards the selected campaign (depending which tab yu are using). - 103 -
Chapter 3 - Accunts & Pledges T enter pledges, click the first available line that is labeled: <<<< Click here t enter pledges >>>> - 104 -
Chapter 3 - Accunts & Pledges The line will then be ready fr yu t enter the pledge infrmatin fr the individual r grup. Enter the infrmatin fr the fllwing six items: Accunt The name f the giving accunt. Click the drpdwn buttn and select an accunt. If yu have determined that yu must Add an Accunt (pg 86), click the Add buttn and add the new accunt. Frequency Hw ften the individual r grup fresees giving the Church mney. The chices are: Flat due nce n the first day f the campaign Annual due nce n the last day f the campaign Nte: Annual pledges will nly shw up n Dnatin Statements (pg 236) fr the entire year, but nt n partial year statements; try using Flat instead fr a single year campaign. Semi-Annual due nce every 6 mnths Quarterly due at the end f each quarter Mnthly due nce each mnth Semi-Mnthly due twice per mnth Bi-Weekly due every ther week Weekly due each week - 105 -
Chapter 3 - Accunts & Pledges Nte: Check the "Week day fr weekly pledges" in Dnatins Settings (pg 282) if yu are seeing 53 weeks instead f 52 which happens during r after a leap year. Amunt per Frequency The dllar amunt that the individual r grup has declared t pledge at the frequency selected frm the Frequency bx. Start Date The beginning f the perid in time that the individual r grup is participating in the pledge t give twards the accunt selected in the Accunt bx. Nte: If yu d nt select a date frm this bx, the date n which the Pledge Campaign starts will appear by default. End Date The end f the perid in time that the individual r grup is participating in the pledge t give twards the accunt selected in the Accunt bx. Nte: If yu d nt select a date frm this bx, the date n which the Pledge Campaign starts will appear by default. Use in Distrib? Place a checkmark in this bx if yu wuld like t have the pledge be applied tward the Giving Distributin (pg 47) used when entering Dnatins n the Enter Dnatins (pg 30) screen. Review the fields nce finished t verify that the infrmatin yu have entered is crrect. - 106 -
Chapter 3 - Accunts & Pledges Then, ntice that the rest f the fields will cntain additinal infrmatin abut the pledge which is autmatically calculated autmatically: Ttal Pledged When yu make a chice frm the Frequency and Amunt per Frequency bxes, the sftware takes the dllar amunt listed in the Amunt per Frequency bx and multiplies it by the number listed in the Ttal # Due bx. Ttal # Due The ttal number f dnatins the individual r grup will cntribute t reach their pledge, based n the Frequencyand the Start and End Dates f their pledge. Ttal Given The dllar amunt that the individual r grup has already given twards their Ttal Pledged. If there is mre pledge infrmatin t be added fr the individual r grup, press the Add buttn and repeat fr each Giver until yu are finished. If yu wuld like t remve any lines frm the pledge infrmatin yu have added, press the Delete buttn. If yu wuld like t und the change t the line, press the Und buttn. Change and/r Remve Pledge(s) Use the fllwing instructins t change r remve any infrmatin fr any individual r grup wh already has pledge infrmatin entries. Use the View and Enter Pledges (pg 98) screen t carry ut these instructins. 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen - 107 -
Chapter 3 - Accunts & Pledges 2. Frm the menu ptins that appear underneath, click Pledges t enter the screen 3. Click n the Pledges by Giver tab 4. Frm the Giver bx, lk up the name f the desired individual r grup: The name that appears in the bx when first pening t the screen is the first recrd f all individuals and grups f peple entered in the sftware. Start typing the name yu are searching, r click the drpdwn buttn. Yu can als use the Previus and Next buttns t pull up a recrd fr an individual r grup that fllws in sequence. Placing a checkmark in the Sequence by Giver Number bx, changes the sequence s that when yu click the Previus and Next buttns, the names shw up in rder by Giver Number. - 108 -
Chapter 3 - Accunts & Pledges 5. The Shw bxes give yu the ptin t shw r hide past, present, and/r future pledges listed n the recrd f the chsen individual r grup. If yu wuld like the View and Enter Pledges (pg 101) screen t shw nly certain pledge infrmatin, remve the checkmark frm the desired bx. Otherwise, leave the bx with a checkmark inside it t include the cntents that the bx is meant t display. 6. Click the Prir System Dnatins (pg 122) bx t see if the individual r grup made a dnatin prir t when yur Church started using the Dnatins Mdule. - 109 -
Chapter 3 - Accunts & Pledges 7. In the larger prtin f the View and Enter Pledges screen is a list f any pledges made by the individual r grup. Nte: When the ttal amunt f mney dnated twards the pledge equals r exceeds the ttal amunt pledged, an icn appears next t the Ttal Given. - 110 -
Chapter 3 - Accunts & Pledges 8. Chse ne f the fllwing ptins: T change existing infrmatin: Click any f the bxes t change the Pledge Infrmatin Fields. When finished, press the ENTER key n the keybard. If yu wuld like t und the change t the line, press the Und buttn. T add new infrmatin: Click the first available line that is labeled: <<<< Click here t enter pledges >>>> The line will then be ready fr yu t Enter Pledges (pg 101) fr the individual r grup by filling ut the Pledge Infrmatin Fields. T remve existing infrmatin: Click the Delete buttn f the line that yu want t remve and a message like the fllwing will appear: Keep in mind, the entry yu are abut t delete is an influence n previusly printed reprts that cntain any kind f pledge ttal(s) infrmatin. If the entry is deleted, new reprts wuld have t be printed t maintain an accurate understanding between the peple whse reprts have been affected by this change. If yu are sure that the line must be deleted, click the Yes buttn t prceed. Add a New Campaign Use the Campaign Pledges (pg 100) tab f the View and Enter Pledges screen t enter int the sftware a new pledge campaign. When yur Church decides that it will be accepting pledges that are aimed tward a purpse fr which yur Church is raising mney, yu can add the infrmatin fr the pledge campaign and any r all f its Givers in this area f the sftware. 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen - 111 -
Chapter 3 - Accunts & Pledges 2. Frm the menu ptins that appear underneath, click Pledges t enter the screen. 3. Click the Campaign Pledges (pg 100) tab. 4. Click the Add buttn. 5. Enter the new Campaign name and click the OK buttn. - 112 -
Chapter 3 - Accunts & Pledges 6. Autmatically, a checkmark will be placed fr yu in the Use in distributin? (default) bx. This means that the mney that the Givers are pledging tward this campaign will be calculated int the ttal dnatin amunt. This takes place n the Enter Dnatins (pg 30) screen and is called the Giving Distributin (pg 47) which can als be adjusted manually. If yu remve the checkmark, the pledge amunts will nt affect the way dnatins are autmatically distributed between accunts when they are entered n the Enter Dnatins (pg 30) screen. 7. Accunt Click the drpdwn buttn and chse the accunt fr the campaign. 8. Click the drpdwn buttn f the Start Date bx and select the date n which the campaign begins. Then click the drpdwn buttn f the End Date bx and select the date n which the campaign ends. - 113 -
Chapter 3 - Accunts & Pledges 9. Frequency (default) If the majrity f the peple pledging twards this campaign set ut t make the pledge at a cmmn frequency, click the drpdwn buttn f the bx and chse that frequency. Chsing a default frm this bx means that when yu Add Givers t a Campaign (pg 114), the frequency fr each Giver will already be filled in with whatever was initially selected in this bx, thugh yu can still change it if needed. If yu are nt sure, yu can leave this bx empty and mve n t the next step. 10. Amunt (default) Enter an amunt in the bx if there is a standard amunt that will apply twards mst f the Givers f this campaign. Chsing a default frm this bx means that when yu Add Givers t a Campaign (pg 114), the amunt fr each Giver will already be filled in with whatever was initially selected in this bx. If yu are nt sure, leave this bx as is and mve n t the next step. 11. Add Givers Click the buttn t begin t Add Givers t a Campaign (pg 114). The screen will autmatically save each change as yu g. And when yu are finished, just clse the View and Enter Pledges screen. Add Givers t a Campaign Once yu Add a New Campaign (pg 111), yu can begin t add individuals and/r grups wh plan t dnate mney fr the campaign fllwing the instructins belw: 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen - 114 -
Chapter 3 - Accunts & Pledges 2. Frm the menu ptins that appear underneath, click Pledges t enter the screen. 3. Click the Campaign Pledges (pg 100) tab. - 115 -
Chapter 3 - Accunts & Pledges 4. Campaign Click the drpdwn buttn and select the desired campaign: The larger prtin f the screen will shw yu the cmpleted Pledge Infrmatin Fields f the individuals and grups already participating in the pledge campaign (new campaigns will be blank until yu add Givers): - 116 -
Chapter 3 - Accunts & Pledges 5. Giver Select the name f the Giver by either typing the name in the bx, r using the drpdwn buttn t find the name. Nte: If the desired Giver name des nt appear in the drpdwn bx and yu have determined that yu must Add Givers (pg 142), click the buttn t d s. 6. Pledge Amunt Enter the amunt that the Giver has pledged t give twards this campaign. 7. Pledge Frequency Chse hw ften the individual r grup has pledged t give. 8. Click the Add Giver t Campaign buttn: 9. The larger prtin f the screen will fill with infrmatin that yu have selected, alng with calculatins that invlve the pledge campaign: The Amunt per Frequency, Frequency, Start Date, End Date, and Use in Distrib? Pledge Infrmatin Fields can be changed. Changing them will then recalculate the Ttal Pledged and Ttal # Due. - 117 -
Chapter 3 - Accunts & Pledges Nte: If a Giver already has a pledge during the campaign, a message will ppup warning that there are cnflicting pledges and asking hw yu wish t prceed: Repeat Steps 5-8 t add each individual r grup making a pledge t the campaign. The screen will autmatically save each change as yu g. And when yu are finished, just clse the View and Enter Pledges (pg 98) screen. If yu wuld like t remve any lines, press the Delete buttn. Als, if yu make a change n the line and want t reverse that change, click the Und buttn. Change r Remve Campaign Infrmatin If yu have already set up a campaign and need t adjust the list f pledging participants, r even change the campaign name, use the Campaign Pledges (pg 100) tab f the View and Enter Pledges (pg 98) screen t make the change. Then, use the fllwing instructins. - 118 -
Chapter 3 - Accunts & Pledges Nte: Reprts, Labels, and Statements (pg 185) printed befre yu change any f the pledge infrmatin will becme utdated nce yu change pledge infrmatin. Be aware that yu might need t re-print Dnatin Statements (pg 236) and/r reprts t reflect the changes after making them. 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen 2. Frm the menu ptins that appear underneath, click Pledges t enter the screen. 3. Click the Campaign Pledges tab. - 119 -
Chapter 3 - Accunts & Pledges 4. Click the drpdwn buttn f the Campaign bx and select the desired name. In the larger prtin f the screen, yu have the ptin t change pledge infrmatin fr any individual r grup. Yu can nly change the Amunt Per Frequency, Frequency, Start Date, End Date, and Use in Distrib? Pledge Infrmatin Fields. When yu make the change, the ther fields n the line will be affected accrding t the changes that yu make. 5. If yu have determined that yu either want t change the name f the campaign t smething else, r delete the campaign altgether, see the fllwing ptins: Change the Campaign Name Click the Edit buttn and type the name t which yu need t change the campaign. When finished, press the OK buttn. Remve the Campaign Click the Delete buttn. The fllwing message will appear: Click Yes t prceed with the deletin f the campaign. Otherwise, click N t have the sftware make n changes t the campaign. - 120 -
Chapter 3 - Accunts & Pledges Cpy a Campaign Smetimes when smene wants t Add a New Campaign (pg 111), they want t use the same characteristics f a campaign that already exists. If this is the case, use the Cpy Campaign buttn n the Campaign Pledges (pg 100) tab f the View and Enter Pledges (pg 98) screen (click n Accunts and Pledges, then click n Pledges) t duplicate that infrmatin, and frm there, yu can change the infrmatin as yu wuld like the new campaign t shw it. 1. Select the campaign name frm the Campaign drpdwn bx. 2. Click the Cpy Campaign buttn at the far right. - 121 -
Chapter 3 - Accunts & Pledges 3. Type the name f the new campaign, and set the dates when it is t begin and end. 4. Click OK t save r Cancel t discard the cpied campaign. Nte: If a Giver has mre than ne pledge n the campaign f which yu chse t make a duplicate, the new campaign will cntain nly the mst recent f the Giver s multiple pledges. Additinally, if a Giver already has a pledge during the campaign, a message will ppup warning that the cnflicting pledges will nt be cpied. Prir System Dnatins If yu are using Dnatins fr the first time and have mney that yu wuld like t recrd as being dnated twards a pledge that is currently running, enter the ttal dnatin amunt and ther infrmatin using the Prir System Dnatins screen as indicated in the fllwing steps. The purpse f the Prir System Dnatins screen is t keep track f all the mney dnated t the pledge, which has s far been kept track f utside this sftware. - 122 -
Chapter 3 - Accunts & Pledges Nte: Adding Prir System Dnatins ONLY impacts Pledges (pg 98). This functin will allw the Giver t receive credit twards their pledge, hwever the dnatin(s) input here will nt be entered int the verall Dnatins data and will nt affect yur accunt balances. Befre yu make entries n the Prir System Dnatins screen, make sure that the fllwing items have already been set up: 1. The name f each Giver: On the Prir System Dnatins screen, yu will be asked t select the name f a Giver. Be sure t g t the Manage Givers (pg 131) screen and review the names f the Givers whse dnatins yu plan t add using the Prir System Dnatin screen and see if the name has been entered there. If the Giver name is nt listed n the Manage Givers screen, yu will have t determine whether r nt yu will have t add the name t the sftware. - 123 -
Chapter 3 - Accunts & Pledges 2. The pledge accunt: The pledge twards which the Giver made the dnatin can be set up in the sftware as a giving accunt that accepts entries f mney pledged. Mrever, in rder fr the accunt t shw n the Prir System Dnatins screen, the accunt n the Giving Accunts screen must be marked as a Pledgeable Accunt in Manage Accunts (pg 85). Once yu have these tw things in place, prceed with the fllwing instructins. T access the View and Enter Pledges (pg 98) screen: 1. Click Accunts & Pledges in the Buttn Bar at the tp f the screen 2. Click the Pledges buttn frm the menu ptins that appear underneath. 3. Click the Prir System Dnatins buttn in the tp right area f the screen that appears. - 124 -
Chapter 3 - Accunts & Pledges 4. Giver Click the drpdwn buttn and chse the name f the individual r grup wh made the dnatin. Nte: If the name f the Giver that yu are lking fr des nt appear in this bx, yu must Add Givers (pg 142) including the name and all cntact infrmatin made available t yu t the list f Givers. 5. Pledge Click the drpdwn buttn and chse the name f the Pledge accunt twards which the Giver made the dnatin. Nte: If the name f the pledge accunt des nt appear in this list, yu must Change and/r View Giving Accunt (pg 90) t ensure it has the ability t keep track f pledges, as well as giving, by placing a checkmark in the Pledgeable Accunt bx. 6. Date Enter the date that the dnatin tk place. - 125 -
Chapter 3 - Accunts & Pledges 7. Amunt Enter the ttal f the mney given s far fr the pledge. 8. Check r Ref # Enter any check r reference number made available t yu (if any). 9. Cmments Enter any additinal infrmatin yu wish. 10. Click the + Add buttn and the entry will appear in the list belw the buttn. 11. If yu need t remve any lines, select the line and click the Delete Selected Item at the bttm f the screen. 12. If yu need t add anther pledge accunt fr the same Giver, repeat Steps 5-11. 13. If there is anther Giver fr whm yu wuld like t enter dnatins made utside this sftware, repeat Steps 4-12. - 126 -
Chapter 3 - Accunts & Pledges When yu are finished using this screen, click the Clse buttn in the bttm right crner f the screen. The View and Enter Pledges (pg 98) screen will remain pen in the backgrund fr yu t make any changes yu wish, r t clse it. Subttals By setting Subttals, yu can rganize accunts s that they are gruped tgether t add up t a ttal specific t the gruped accunts. These Subttals and the accunts that add up t the subttal dllar amunts appear n the List Accunt Balances (pg 217) reprt. While the List Accunt Balances reprt shws the subttals, the Subttals screen prvides yu with a panel f settings t frmat hw the reprt is ging t print its subttals. T access the Subttals screen: 1. Frm The Initial Prtal f Church Windws chse Dnatins 2. Click the Accunts & Pledges (pg 98) ptin in the Buttn Bar at the tp f the screen - 127 -
Chapter 3 - Accunts & Pledges 3. Click the Subttals buttn frm the ptins that appear. 4. This will pen the Subttals screen: The list f Accunts / Subttals always has in place a subttal item that represents the ttal f all the subttals yu create that serves as a grand ttal. The subttal item is riginally called Ttal Giving Accunts, a name that yu can change at any time. Click the expand buttn t the left f each rw t view details (when expanded it will becme a cllapse buttn). Wrking with Subttals Click the Shw Accunts buttn at the bttm f the Accunts / Subttals list t display the accunts entered in yur Chart f Accunts Setup. When the accunts appear, yu can click and drag them t existing subttals, r put them int new subttals yu create. - 128 -
Chapter 3 - Accunts & Pledges T add a new subttal item, click the + Add New Subttal item. After adding r chsing a subttal, yu can als use the up and dwn arrw buttns t bx t mve subttals t different places. If the subttal has nwhere t mve, these ptins will be disabled. Yu can als click the accunt yu want t mve and select the desired destinatin subttal item frm the Mve '...' T bx in the bttm right crner f the screen and click the Mve Accunt buttn. If yu wish t delete a Subttal at any time, make sure that the accunts that it cntains have been mved t anther subttal. Then click the desired subttal and click the Delete Subttal buttn. Subttal Names and Header Text Use the Subttal Details area in the upper right side f the Subttals screen t give any subttal selected in the Accunts / Subttals list a name, and t ptinally give it a heading name. Subttal Name: Enter the desired name fr yur subttal as yu wuld like it t appear. Display as Header: If yu wuld like text t be placed ver the accunts that add up t the subttal item, place a checkmark in this bx. Header Text: If yu placed a checkmark in Display as Header bx, place the name yu want the header t display in this bx. This is the name that appears abve the subttal items. - 129 -
Chapter 3 - Accunts & Pledges T see hw these items will appear n the reprt, g t the List Accunt Balances (pg 217) feature in Reprts and run the reprt t see where these items are displaying. Cme back t this screen t make any additinal changes as yu wish. - 130 -
Chapter 4 Chapter 4 - Givers Givers These ptins let yu Manage Givers (pg 131), Add Givers (pg 142), Add a Grup f Givers (pg 146), Transfer Dnatins (pg 147), as well as Manage Giver Numbers (pg 152) and Aut Assign Giver Numbers (pg 164). Manage Givers The Manage Givers screen keeps track f all f the infrmatin that is assciated with the Givers in yur database. The screen is divided int tw tabs, Individual Givers and Families & Grups, that yu can use t lcate the name f the Giver whse infrmatin yu want t view r change. The Manage Givers screen can perfrm the fllwing tasks fr Givers and their infrmatin: - 131 -
Chapter 4 - Givers Add an Individual Giver r a Grup f Givers If a Giver is nt fund in the Manage Givers list, yu can Add Givers (pg 142) by clicking the Add buttn. View, Change, r Remve Giver Infrmatin Such infrmatin includes the cntact and address infrmatin. Yu can als Assign Giver Numbers (pg 159), change the status f Inactive fr Dnatins Individual Givers (pg 144), r see whether Membership Individual Givers (pg 144) give with their family. Use the Individual Givers tab t lk up the desired by first and last name. If yu are lking fr a family, r fr a grup f Givers, use the Families & Grups t lk up the Givers. - 132 -
Chapter 4 - Givers Nte: The Manage Givers screen cmbines all f the infrmatin that has been entered int The Peple File in the Membership Mdule and any Givers entered thrugh the Dnatins Mdule. T access the Manage Givers screen: 1. Click Givers in the Buttn Bar at the tp f the screen: 2. Click the Manage Givers buttn: 3. Click the tab that best describes the type f Giver that yu are lking fr: - 133 -
Chapter 4 - Givers 4. Click the desired name f the Individual Giver, Family, r Grup frm the list in the larger left prtin f the screen. Sme f the fllwing clumns will appear n bth tabs while thers will appear n either the Individual Givers tab r the Families & Grups tab: Giver #: The Giver Number which is assigned t the Individual Giver, family, r grup in Manage Giver Numbers (pg 152) First Name: The first name f the Individual Giver. Last Name: The last name f the Individual Giver. Dnatins Giver?: A checkmark will shw in this bx fr any Individual Giver, family, r grup that was entered int the sftware as a Dnatins Individual Givers (pg 144) and is therefre nt included in the Membership database. Grup Name: The name f the grup r family f Givers. - 134 -
Chapter 4 - Givers 5. Lcated n the right side f the Manage Givers screen are the fllwing fur tabs: Name When an Individual Giver is selected, the Name tab infrmatin will appear like s: - 135 -
Chapter 4 - Givers When a Family r Grup Giver is selected, it will lk like this: Here yu can make changes t the fllwing infrmatin: Receives Statement Yu must place a checkmark in this bx if the selected Giver is suppsed t receive Dnatin Statements (pg 236). If there is n checkmark in this bx, the sftware will nt be able t print a statement fr the selected Giver. - 136 -
Chapter 4 - Givers Nte: If yu receive an errr message stating that a persn was "excluded by a filter": The Receives Statement checkbx is almst always the filter the message is indicating. Inactive If yu place a checkmark in this bx the Giver will nt appear n any reprts r statements. This bx is nly available fr peple entered int the sftware as Dnatins Individual Givers (pg 144). Use Nickname If yu place a statement. checkmark in this bx, whatever name is placed in the Nickname bx will print n the Individual Cmments Yu can type any additinal infrmatin abut the Giver in the bx. T remve Dnatins Individual Givers (pg 144), click the Delete buttn. This will nly be available if yu have never entered a dnatin int the system fr the selected Giver. Giver # Change any f the fllwing items, accrding t what yu need t change: - 137 -
Chapter 4 - Givers Gives with Family Place a checkmark in this bx t indicate if the Giver is giving with their family: Giving Separately Make sure that the checkmark frm the Gives with Family bx has been remved: Click the Add New # buttn: Enter the number and start date: Click the OK buttn and the item will be highlighted in the list belw. Giving with Family Place a checkmark in the Gives with Family bx: - 138 -
Chapter 4 - Givers Nte: If a Giver already had a giving number assigned, yu will get the fllwing message. If yu press Yes, the Giver will n lnger have the giving number previusly assigned: Press Yes t make the change, r N t refrain frm making any changes. Otherwise, if yu d nt get the message at all, yur change was made successfully. Once the G t family buttn appears, yu have successfully added the individual t the family t which they belng. The list n the left side f the Manage Givers (pg 131) screen will shw a blue bx fr thse Givers yu have assigned as Gives with Family (and they will have the same Giver Number, if ne is assigned). Yu can nw enter the Giver Number that the family will share (if ne has nt already been assigned), use either: 1. Manage Giver Numbers (pg 152) Click the Add New # buttn: - 139 -
Chapter 4 - Givers Enter the number and start date: Click the OK buttn and the item will be highlighted in the list belw. OR 4. Manage Givers (pg 131) Click the G t family buttn Type the desired number in the empty Current Giver # bx n the Giver # tab. Yu can nw assign ther numbers r clse the windw. G t family Click the buttn t g t the listing fr the family f the currently selected Giver. If the individual des nt give with their family, this buttn will be grayed ut. Current Giver # Any number entered in this bx will establish that the selected Giver will have this number until a further change is made. The date range fr the number will be displayed as well. Nte: Giver #s are n lnger required by Church Windws. If yur Church des nt use physical envelpes r giver numbers in yur actual daily peratins, yu d nt need t use them in the sftware. Yu can still enter, keep track f, and print Reprts, Labels, and Statements (pg 185) fr Givers withut assigning them numbers. Cntacts Allws yu t make any changes t the phne number and/r email infrmatin used t cntact the Giver: - 140 -
Chapter 4 - Givers Address Allws yu t make any changes t the mailing address infrmatin: - 141 -
Chapter 4 - Givers Nte: Mst f the fields n the Name, Cntacts, and Address tabs are nly available fr editing Givers that were entered as Dnatins Individual Givers (pg 144). If the message belw des nt appear, it will allw yu t make any desired changes: If this message des appear, nly the Giver # tab and the Receives Statement checkbx will be available t edit here. Everything else will need t be edited in The Peple File. Add Givers The sftware prvides yu with tw categries f Givers, under which yu can specify whether yu will Enter Dnatins (pg 30) frm the Giver as an individual r as a grup. The fllwing instructins are separated int the tw categries: Individuals and Grups. Frm The Initial Prtal f Church Windws chse Dnatins Click the Givers ptin in the Buttn Bar at the tp f the screen: Add an Individual Giver - 142 -
Chapter 4 - Givers Add new cntact infrmatin and Giving # (if needed) fr a new individual wh will be making Pledges (pg 98) and/r dnatins t yur Church Click the Add Individual buttn and chse which type f Individual Giver yu need t add: - 143 -
Chapter 4 - Givers Depending n yur chice t add either a Dnatins r a Membership Individual Giver, ne f tw screens will then pen and yu will perfrm the fllwing actins: 1. Dnatins Individual Givers Dnatins Individuals exist nly in the Dnatins Mdule, they d nt exist in The Peple File at all. Here yu can add the Individual Giver infrmatin. Enter the infrmatin that pertains t the individuals in the fields prvided. When finished, click OK. OR 2. Membership Individual Givers - 144 -
Chapter 4 - Givers If this persn is NOT a member f any ther family already in The Peple File: Click the New family radi buttn t select it. Select the Categry int which yu want t enter the new persn. Yu may then type the family infrmatin int the left side f the screen. OR If the persn IS a member f a family already in The Peple File: Click in the Existing family radi buttn t select it. A list f all f the husehlds in the database will appear in the drpdwn. Scrll thrugh the list t find the apprpriate family. Click the family name nce t select it, and that family's infrmatin will appear in the Family infrmatin sectin f the screen (yu may edit this infrmatin if needed) n the left. Enter the new member's infrmatin t the Individual infrmatin sectin f the screen n the right. Click OK t save the recrd t The Peple File r click Cancel t discard this recrd. - 145 -
Chapter 4 - Givers Add a Grup f Givers Add new cntact infrmatin and Giving # fr whever will be making pledges and/r dnatins t yur Church as a grup f Givers. Click the Add Grup buttn: The Add Grup screen will appear: - 146 -
Chapter 4 - Givers Enter the infrmatin that pertains t the grup in the fields prvided. When finished, click OK. Once yu have added givers, yu can view them in Manage Givers (pg 131) and give them credit fr their giving thrugh Enter Dnatins (pg 30). Transfer Dnatins If yu accidentally Enter Dnatins (pg 30) t the wrng Giver, use the Transfer screen t transfer dnatins frm ne Giver t anther. The fllwing instructins will shw yu hw t cmplete the transfer. 1. Click Givers in the Buttn Bar at the tp f the screen 2. Click the Transfer Dnatins buttn. - 147 -
Chapter 4 - Givers 3. Date Range If yu wuld like t transfer nly dnatins between certain dates, use the bx t chse beginning and ending dates by either: Typing in dates (Use a MMDDYYYY date frmat WITHOUT slashes.) Using the drpdwn calendars Using the +YR and YR buttns t mve frward r backward between years. Once yur date selectins are made, the Apply Dates! buttn will turn red and yu must click it t cnfirm yur date selectin: - 148 -
Chapter 4 - Givers 4. Frm Giver: On the left side f the screen, Click the drpdwn buttn. Chse the name f the Giver frm whm the dnatins are t be transferred. When yu select a Giver, all f their dnatins during the selected date range will be listed. - 149 -
Chapter 4 - Givers 5. T Giver: On the right side f the screen, Click the drpdwn buttn. Chse the name f the Giver t whm dnatins are t be transferred. 6. Place checkmarks next t all the dnatins that yu want t transfer. - 150 -
Chapter 4 - Givers 7. Remve checkmarks next t any dnatins that yu d nt want t transfer: Nte: Originally, all items in the list n the left will be autmatically set with a checkmark. Yu can use the Select All r Unselect All buttns at the bttm f the screen, if needed. 8. Click the Transfer Selected buttn t prceed t transferring the selected dnatins. 9. The fllwing message appears t warn yu that whichever dnatins yu selected n the Frm Giver list will be reversed and then psted nt the recrd f the persn r grup selected in the T Giver drpdwn. 10. If yu are sure that the selectins are crrect, press Yes. Otherwise, press N and yu can review yur settings and try again. - 151 -
Chapter 4 - Givers 11. When yu press Yes, the fllwing message will display the new transactin numbers fr the transferred giving. 12. The selected dnatin(s) will jump frm the Frm list n the left t the T list n the right. Repeat these steps fr all dnatin transfers that yu need t make, and clse the screen when finished. Manage Giver Numbers If yur Church assigns numbers t peple that make dnatins t the Church, yu can use the sftware t keep track f the number, alngside the Giver's cntact infrmatin. Use the Manage Giver Numbers screen t Assign Giver Numbers (pg 159) and Change r Remve a Giver Number (pg 163). With this screen, yu can als reassign numbers frm year t year, keep a histry f numbers assigned t Givers, and print a list f Giver numbers. Althugh this screen is fcused primarily n prviding yu with a way t assign Giver numbers, yu can als use this screen t establish if a Giver is giving as a family, if a different name is t print n a statement, and ther features discussed belw. - 152 -
Chapter 4 - Givers Nte: Giver #s are n lnger required by Church Windws. If yur Church des nt use physical envelpes r giver numbers in yur actual daily peratins, yu d nt need t use them in the sftware. Yu can still enter, keep track f, and print Reprts, Labels, and Statements (pg 185) fr Givers withut assigning them numbers. T access the Manage Giver Numbers screen: 1. Click Givers in the Buttn Bar at the tp f the screen 2. Click the Manage #'sbuttn that appears belw 3. The Manage Numbers windw will appear: - 153 -
Chapter 4 - Givers Frm Manage Numbers, yu can: Assign Giver Numbers (pg 159) If yur Church is accustmed t assigning a number t anyne wh makes dnatins t the Church, yu can add a number t the recrd f a Giver. Change r Remve a Giver Number (pg 163) If yu have determined t change r remve the Giver number frm the recrd f a Giver. List #s If yu need t print a reprt f yur assigned numbers and/r unassigned numbers, click List Giver #s (pg 219) in the tp right crner f the screen. Past, Current, & Future Giver Numbers In the upper right crner f the Manage Giver Numbers screen, yu can specify what Giver Numbers the screen shuld display. - 154 -
Chapter 4 - Givers Place a checkmark next t any r all f the desired bxes. Past: When checked, the Manage Giver Numbers screen will shw yu Giver numbers that have been assigned in previus years and have expired. Current: When checked, the Manage Giver Numbers screen will shw yu Giver numbers that have been assigned in the current year and have nt yet expired. Future: When checked, the Manage Giver Numbers screen will shw yu Giver numbers that have been assigned t start n a date later than tday. Receives Statement Yu must place a checkmark in this bx if the selected Giver is suppsed t receive Dnatin Statements (pg 236). If there is n checkmark in this bx, the sftware will nt be able t print a statement fr the selected Giver. Giving as a Family r Giving Separately These instructins fcus n the fllwing tw ways that yu can Assign Giver Numbers (pg 159) within ne family: Set any persn, grup, r family with an individual Giver Number. Set t shw a persn giving with their family, therefre using the Giver Number f the family. Make yur changes using the Manage Giver Numbers screen and the fllwing instructins. - 155 -
Chapter 4 - Givers 1. Click the drpdwn buttn and chse the desired Giver name. - 156 -
Chapter 4 - Givers 2. Then prceed t the steps f either Giving Separately r Giving with Family: Giving Separately Make sure that the checkmark frm the Gives with Family bx has been remved: Click the Add New # buttn: Enter the number and start date: Click the OK buttn and the item will be highlighted in the list belw. Giving with Family Place a checkmark in the Gives with Family bx: Nte: If a Giver already had a giving number assigned, yu will get the fllwing message. If yu press Yes, the Giver will n lnger have the giving number previusly assigned: - 157 -
Chapter 4 - Givers Press Yes t make the change, r N t refrain frm making any changes. Otherwise, if yu d nt get the message at all, yur change was made successfully. Once the G t family buttn appears, yu have successfully added the individual t the family t which they belng. The list n the left side f the Manage Givers (pg 131) screen will shw a blue bx fr thse Givers yu have assigned as Gives with Family (and they will have the same Giver Number, if ne is assigned). Yu can nw enter the Giver Number that the family will share (if ne has nt already been assigned), use either: 1. Manage Giver Numbers (pg 152) Click the Add New # buttn: Enter the number and start date: OR Click the OK buttn and the item will be highlighted in the list belw. 4. Manage Givers (pg 131) Click the G t family buttn Type the desired number in the empty Current Giver # bx n the Giver # tab. - 158 -
Chapter 4 - Givers Yu can nw assign ther numbers r clse the windw. Assign Giver Numbers Use the fllwing instructins t assign a Giver number t any persn, grup, r family. If yu are assigning numbers t many Givers, it wuld likely be mre efficient t use Aut Assign Giver Numbers (pg 164). Nte: Giver #s are n lnger required by Church Windws. If yur Church des nt use physical envelpes r giver numbers in yur actual daily peratins, yu d nt need t use them in the sftware. Yu can still enter, keep track f, and print Reprts, Labels, and Statements (pg 185) fr Givers withut assigning them numbers. 1. Click Givers in the Buttn Bar at the tp f the screen 2. Click the Manage # buttn. - 159 -
Chapter 4 - Givers 3. Giver In the tp left bx f the Manage Giver Numbers (pg 152) screen, click the drpdwn buttn t chse the name f the persn, family, r grup twards fr whm yu wish t add a Giver number. Nte: If yu have determined that yu must first Add Givers (pg 142) befre prceeding, click the Add buttn. - 160 -
Chapter 4 - Givers 4. Make sure as t whether the Giver will be giving with the family, r if the Giver will be giving mney separately. Then prceed t the steps f either: Giving Separately Make sure that the checkmark frm the Gives with Family bx has been remved: Click the Add New # buttn: Enter the number and start date: Click the OK buttn and the item will be highlighted in the list belw. Giving with Family Place a checkmark in the Gives with Family bx: Nte: If a Giver already had a giving number assigned, yu will get the fllwing message. If yu press Yes, the Giver will n lnger have the giving number previusly assigned: - 161 -
Chapter 4 - Givers Press Yes t make the change, r N t refrain frm making any changes. Otherwise, if yu d nt get the message at all, yur change was made successfully. Once the G t family buttn appears, yu have successfully added the individual t the family t which they belng. The list n the left side f the Manage Givers (pg 131) screen will shw a blue bx fr thse Givers yu have assigned as Gives with Family (and they will have the same Giver Number, if ne is assigned). Yu can nw enter the Giver Number that the family will share (if ne has nt already been assigned), use either: 1. Manage Giver Numbers (pg 152) Click the Add New # buttn: Enter the number and start date: OR Click the OK buttn and the item will be highlighted in the list belw. 4. Manage Givers (pg 131) Click the G t family buttn Type the desired number in the empty Current Giver # bx n the Giver # tab. Yu can nw assign ther numbers r clse the windw. - 162 -
Chapter 4 - Givers 5. The Giver whse adjustments yu just made will be highlighted in the list in the larger prtin f the Manage Giver Numbers (pg 152) screen. 6. If the Giver is t receive Dnatin Statements (pg 236), yu must have a checkmark in the Receives Statement bx. Change r Remve a Giver Number Use the Manage Giver Numbers (pg 152) screen t change r remve the number already assigned t a Giver. If yu are changing r remving numbers fr many Givers, it wuld likely be mre efficient t use Aut Assign Giver Numbers (pg 164). Fllw these steps t change r remve the number: - 163 -
Chapter 4 - Givers Find the Giver whse number yu want t remve and click the field that cntains the number. Click in the End Date clumn f that rw and enter the date yu want t stp using this number fr this Giver. Nte: Numbers cannt end and start n the same day. Fr example, fr Givers whse number ends n 12/31/YYYY can have a new number start n 1/1/YYYYY. Then press the Enter key n the keybard and yur changes will be saved. Alternatively, yu can press the Delete buttn at the end f the line and select frm three ptins: T Assign Giver Numbers (pg 159), yu can press the Add buttn at the far right t enter a new number r the Add New # buttn at the tp f the screen. When yu are finished, click the X in the tp right t clse. Yur changes are autmatically saved. Aut Assign Giver Numbers The Aut Assign #s features prvide yu with cnditins upn which yu can set up Giver numbers t autmatically be assigned t specific Givers in the sftware quickly and easily. Using the Aut Assign #s Screen (pg 171) yu can: - 164 -
Chapter 4 - Givers Assign specific new numbers f yur chsing (pg 174) effective n a specific date Allw the sftware t assign new numbers (pg 172) Remve assigned numbers after a specific date (pg 175) If yu need t print a reprt f yur assigned r available numbers fr reference in this prcedure yu can List Giver #s (pg 219) first. Nte: Giver #s are n lnger required by Church Windws. If yur Church des nt use physical envelpes r giver numbers in yur actual daily peratins, yu d nt need t use them in the sftware. Yu can still enter, keep track f, and print Reprts, Labels, and Statements (pg 185) fr Givers withut assigning them numbers. Imprtant! We always recmmend Making a Backup f yur data befre yu begin this prcess. T access the Aut Assign Giver Numbers screen: Frm The Initial Prtal f Church Windws chse Dnatins Click the Givers menu ptin in the Buttn Bar at the tp f the screen - 165 -
Chapter 4 - Givers Click the Aut Assign # buttn A windw will ppup alerting yu that nly ne f yur Users can access this screen at ne time, click OK: Enter in the Start date fr # bx the date that yu want the number change t take effect (if ending numbers, the previus day will be used as the End Date). Click the OK buttn t prceed. - 166 -
Chapter 4 - Givers On Using the Chse Givers Screen (pg 168), use the varius ptins t select the Givers whse numbers yu wish t change by mving them frm the left side f the screen t the right side: Click OK when finished. - 167 -
Chapter 4 - Givers Assign r remve Giver numbers Using the Aut Assign #s Screen (pg 171) Click Save and Clse t keep yur changes r Cancel and Clse t discard them. Using the Chse Givers Screen The Chse Givers screen is the first step t Aut Assign Giver Numbers (pg 164). Use this screen t select which Givers t include fr assignment f new and/r remval f ld Giver Numbers using the Aut Assign Giver Numbers (pg 164) functin. While yu are either assigning new numbers r remving current numbers, the Chse Givers screen will appear s that yu can specify the Givers t affect. At the tp f the screen a blue bar will shw yu a date bx. Chse the date n which the new number will take effect and press the OK. Once yu have dne s, the rest f the features belw will becme available fr yu t select. - 168 -
Chapter 4 - Givers The left side f the Chse Givers screen will list all f the Givers that are available fr selectin. First, select which Givers t mve t the right side f the screen t include them in the assignment. Select the Givers: Based n Existing Numbers If yu wuld like t include all Givers, regardless f whether the Giver has a Giver Number stred n recrd, place a checkmark in bth Select Givers with # and Select Givers withut # bxes. Otherwise, place a checkmark in nly ne f the tw bxes. Place a checkmark in the Srt by # bx t rganize the list in rder by the Giver #. If a checkmark is nt in this bx, the list will shw the names in alphabetical rder by name. - 169 -
Chapter 4 - Givers Use the Giver # Range bxes t chse the range f Giver numbers. If yu have saved a Giver # Range in the past and wuld like t reuse it, select it frm the Named Range bx. Yu can als add a new Named Range by clicking the Add buttn. Or, if yu n lnger need a Named Range that currently exists in the list, select it and click the delete buttn. Add Single Giver Givers t Include In the upper right crner f the screen, use this bx t individually chse the Givers that yu want t select. Either type the Giver name/# r click the drpdwn buttn, then click the name f the Giver, and that name will appear in the Givers t Include list. Use the right buttn t mve the selected Giver(s) t the "Givers t Include" list. T remve a recrd frm selectin fr autmatic assignment, click the recrd in the "Givers t Include" list and click the left buttn. - 170 -
Chapter 4 - Givers Nte: If yu wuld like t make multiple selectins, make yur first selectin and then hld the CTRL key. Click each desired name until yu have reached the bttm f the list, verifying that each selected item has appeared highlighted. Yu can als make multiple selectins by hlding the SHIFT key, which selects grupings f items in the list at a time, r click the Select All buttn t select all in the list. If yu want t clear all selectins in the list, click the Clear Selectin buttn. When finished, yu will click the final OK buttn lcated at the bttm right. Then, Using the Aut Assign #s Screen (pg 171), yu can make yur number assignments fr the list f selected Givers. Using the Aut Assign #s Screen Once yu have chsen the Givers n Using the Chse Givers Screen (pg 168) and have pressed the OK buttn, the Aut Assign #s screen appears: - 171 -
Chapter 4 - Givers Nte: If yu need t change the list f selected Givers, click "Chse Givers" at the bttm center t return t the previus screen and yu will be prmpted t discard yur changes r cancel and return t Using the Chse Givers Screen (pg 168). The Aut Assign #s screen can perfrm three functins: 1. Allw the sftware t assign new numbers 1. Click the Get Next # buttn and chse ne f the tw ptins: - 172 -
Chapter 4 - Givers Next highest #: Displays the next highest number in the entire range f numbers. Next available #: Displays the next number available. When there is n gap in the range f numbers used, the next available # will be the same as the next highest #. Otherwise, whatever number is available within the range f numbers will shw when this buttn is clicked. 2. If yu have a set range f numbers that yu are used t assigning, yu can click Select Range. There, yu can select yur desired range f numbers r set up a new range. 3. Once yu have selected the starting number, select the lines that represent the Giver names yu t which yu will be assigning the numbers. If yu want all lines selected, click the Select All buttn at the bttm f the screen. Otherwise, click the first Giver, hld dwn the CTRL key n the keybard, and then click each desired Giver line. Each item will remain selected as yu click each subsequent line that yu wish t include. Yu can als use the SHIFT key in the same manner t select a range f multiple lines at a time. 4. Press the Assign Selected buttn t assign a number t each f the selected items based n the starting number yu chse in Steps 1 and 2: - 173 -
Chapter 4 - Givers 5. If yu wish t reverse the assignment yu made t the selected items, either: 1. Click the Reset t Current # fr Selected buttn 2. Clear ut the numbers fr the selected Givers by clicking the End #s fr Selected buttn 3. Use the X buttn at the right side f the New # starting MM/DD/YY clumn t clear ut individual numbers 2. Assign specific new numbers f yur chsing T enter Giver numbers ne at a time: Yu can simply g dwn the New # starting MM/DD/YY clumn typing in the number yu want each Giver t have beginning n the selected date: Yu can click n any f the clumn headers t srt this list by that clumn in either ascending r descending rder (such as Name fr alphabetical rder). T pull up specific Givers, the drpdwn bx that says Giver (t the right f the Assign #s starting with bx) allws yu t find ne Giver at a time by typing and selecting the Giver frm the list in the drpdwn: If yu want the list in the drpdwn bx t be srted in rder by the Giver #, click the Srt by Giver # bx. When the bx is checked, the Givers will be listed in rder by the Number clumn. - 174 -
Chapter 4 - Givers 3. Remve assigned numbers after a specific date T end the numbers fr sme r all selected Givers: Chse either the specific Givers whse numbers yu need t end by clicking the first Giver, hlding dwn the CTRL key n the keybard, and then clicking each desired Giver line. Each item will remain selected as yu click each subsequent line that yu wish t include. Yu can als use the SHIFT key in the same manner t select a range f multiple lines at a time. Yu can als click Select All t end numbers fr all the Givers yu chse n Using the Chse Givers Screen (pg 168). Then just click the End #s fr Selected buttn in the tp right crner When yu finish using this screen, click the Save and Clse buttn t retain the adjustments yu make. T print a reprt f yur changes, see List Giver #s (pg 219). Transfer Peple between Membership and Dnatins When peple are entered int yur database, They are entered as either Membership Individual Givers (pg 144) r as Dnatins Individual Givers (pg 144). Their Mdule determines hw much infrmatin yu are able t track fr each type f giver. Typically, Dnatins givers are peple wh nly give t the Church but d nt attend r came nce and are nt expected t return, while Membership individuals are peple wh yu need t track extensive infrmatin fr such as family members, ages, attendance, vlunteering, etc. If these circumstances change and yu need t mve peple frm ne Mdule t the ther, yu are nw able t d s. - 175 -
Chapter 4 - Givers Imprtant! ALWAYS begin this prcess by Making a Backup f yur entire database. Be sure yu are 100% certain that a transfer is necessary befre yu begin. Transferring peple between Membership and Dnatins will result in data lss, as each Mdule tracks different kinds f infrmatin abut the individuals stred there. Transfer frm Dnatins t Membership 1. Frm The Initial Prtal f Church Windws chse Dnatins 2. Then, in the Buttn Bar at the tp f the screen chse Givers 3. Click the Transfer t Member buttn: 4. A windw will pen listing all f the Dnatins Individual Givers (pg 144), yu will put a checkmark next t each persn yu want t transfer and select ne f yur Family Categries t assign t each giver, then click Transfer: - 176 -
Chapter 4 - Givers 5. A windw will pen t cnfirm that yu wish t cmplete the transfer, click Yes r N: 6. A final cnfirmatin screen will pen letting yu knw the transfer succeeded: - 177 -
Chapter 4 - Givers Transfer frm Membership t Dnatins 1. Frm The Initial Prtal f Church Windws chse Membership 2. Then, in the Buttn Bar at the tp f the screen click Transfer t Dna. - 178 -
Chapter 4 - Givers 3. When yu click the Transfer t Dna. buttn, a windw will pen cntaining the fllw very imprtant message, which explains what infrmatin will be lst after cmpleting a transfer. It is essential that yu read this message t fully understand the ramificatins f cmpleting a transfer: - 179 -
Chapter 4 - Givers Please read all f this infrmatin (scrll t the bttm) carefully and understand the implicatins f transferring Membership Individuals(s) t Dnatins. It is als recmmended that yu make a backup befre cntinuing. Only the fllwing infrmatin fr each selected individual will be mved frm Membership t Dnatins. All ther data fr transferred families and individuals in Membership will be lst and they will be remved frm any event they are cnnected t in Scheduler. First Name, Middle Name, Last Name, Title, Suffix, Nick Name, Cmments. The address, phne, and email field yu select n the next screen. Dnatins nly allws ne address, ne phne and ne email per individual. If yu have mre than ne f these, the next screen will allw yu t select the ne that transfers. Effect f the transfer n Dnatins/Pledges/Giver #'s If everyne wh gives with family is transferred: Because the Dnatins Mdule des nt have a cncept f a family, the Gives with Family (pg 138) marker cannt be maintained. As a result, when Gives with Family was assigned, Giver Numbers and pledges will be assigned t the first individual in the family (wh was marked as Gives with Family ). This means that any dnatins that were given by smene ther than the first individual in the family will n lnger be assciated with the pledge. Yu can, hwever, transfer giving frm ne individual t anther after the transfer is cmpleted. Otherwise, selected peple wh "Give with Family": Will nt get a Giver # in dnatins Their dnatins (if any) will n lnger apply tward any family pledge that may have existed. Selected peple wh DO NOT "Give with Family": Retain their Giver # (if they have ne) There is n effect n their dnatins and pledges Once yu have read the entire message and are cmpletely certain that yu want t g ahead with the - 180 -
Chapter 4 - Givers transfer, check the bx stating "I have read and understd what will happen during this transfer." and click Next: 4. A windw will pen fr yu t select the peple t transfer. Put a checkmark next t each persn that yu want t transfer: - 181 -
Chapter 4 - Givers 5. If yu are transferring a persn wh Gives with Family (pg 138), yu will need t chse ne f the individuals t keep the giving and pledging fr the family: - 182 -
Chapter 4 - Givers 6. If there are multiple addresses, phne numbers, and/r email addresses fr each individual, yu will need t select ne t stre in Dnatins, as yu cannt keep mre than ne fr Dnatins Individual Givers (pg 144), see image abve. 7. A windw will pen t cnfirm that yu wish t cmplete the transfer, click Yes r N: 8. A final cnfirmatin screen will pen letting yu knw the transfer succeeded: - 183 -
- 184 - Chapter 4 - Givers
Chapter 5 Chapter 5 - Reprts/Exprt Reprts, Labels, and Statements The Reprts sectin f Dnatins prvides a set f tls yu can use t print dnatin statements, batch reprts, giving and pledging details, mailing labels, and a depsit slip. All the infrmatin that shws n the reprts depends n the infrmatin that has been entered int Church Windws Dnatins. Althugh sme f the reprts screen allw yu t make changes t the infrmatin fr the purpse f presentatin, any changes made d nt affect the infrmatin entered riginally thrugh the Enter Dnatins (pg 30) screen. All reprts, labels, and statements can be fund under Reprts / Exprt in the Buttn Bar at the tp f the screen Dnatin Reprts - 185 -
Chapter 5 - Reprts/Exprt Dnatins Lg Reprt (pg 188) Giving Summary (pg 190) Depsit Slip (pg 191) Cmpare & Analyze Pledge / Giving Analysis (pg 197) Campaign Cmparisn (pg 201) Giving Cmparisn (pg 206) Step Reprt (pg 208) Statistical Reprt (pg 213) Lists & Labels - 186 -
Chapter 5 - Reprts/Exprt List Accunt Balances (pg 217) List Giver #s (pg 219) Labels (pg 222) Dnatin Statements Send Email Dnatin Reprts The ptins under the Dnatins Reprts menu in the Buttn Bar at the tp f the screen are: - 187 -
Chapter 5 - Reprts/Exprt Dnatins Lg Reprt (pg 188) Giving Summary (pg 190) Depsit Slip (pg 191) Dnatins Lg Reprt The Lg Reprt (as well as the Dnatins Batch Reprt) shws all batches and the dnatins that were entered inside the batch. T view r print the Lg Reprt: 1. Click Reprts/Exprt in the Buttn Bar at the tp f the screen. 2. Click the Dnatin Reprts buttn that appears belw. 3. Click the Lg Reprt buttn that appears in the adjacent menu. - 188 -
Chapter 5 - Reprts/Exprt Use the fields f the Filter Tab (pg 267) t narrw dwn the giving infrmatin s that it shws yu nly the infrmatin that yu seek: Chse any f the fllwing tabs t apply additinal settings: Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Clumns Tab Determines the rder and the appearance f the clumns displayed. Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Additinal Optins Tab Place a checkmark t select which, if any, Categry indicatrs yu want t include (e.g. [V] fr Visitr, [D] fr Dnr, etc.) Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. - 189 -
Chapter 5 - Reprts/Exprt Giving Summary The Giving Summary is a listing f the ttal dnatins by the date n which the dnatin tk place, brken dwn by the amunts psted t each giving accunt. Dnatins entered with batch cdes will appear distinctly accrding t the batch cde fr the date. T view r print the Giving Summary: 1. Click Reprts/Exprt in the Buttn Bar at the tp f the screen. 2. Click the Dnatins Reprts buttn that appears belw. 3. Click the Giving Summary buttn that appears in the adjacent menu. - 190 -
Chapter 5 - Reprts/Exprt Use the ptins n the Filter Tab (pg 267) t specify the kind f infrmatin yu want the Giving Summary t cntain. T change the typeface f the reprt cntents, click the Fnts Tab (pg 280) t make the desired changes. Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Depsit Slip The Depsit Slip reprt pulls up infrmatin abut the check and cash dnatins that have been n a specific day, which are t be depsited int a specific bank accunt (r ther asset). T view r print the Depsit Slip: 1. Frm The Initial Prtal f Church Windws chse either: Dnatins - 191 -
Chapter 5 - Reprts/Exprt Click Reprts/Exprt in the Buttn Bar at the tp f the screen. Click the Dnatins Reprts buttn that appears belw. OR Accunting Click Reprts/Exprt in the Buttn Bar at the tp f the screen. - 192 -
Chapter 5 - Reprts/Exprt Click the Transactin buttn and a menu will shw the ptin fr Depsit Slip. 2. Chse the Depsit Slip ptin. - 193 -
Chapter 5 - Reprts/Exprt 3. The Depsit Slip screen will appear: Nte: Befre beginning, cmplete the Transfer Dnatins t Accunting (pg 66) prcedure fr all the transactins yu wish yur Depsit Slip t shw. 4. By default, the Depsit Slip Optins screen is set t shw yu bth Dnatins and Accunting entries: Place a checkmark in the Include Accunting entries bx t display items that were entered in Accunting. Place a checkmark in the Include Dnatins entries bx t display items that were entered in Dnatins. 5. Date Chse the day that the dnatins were given. - 194 -
Chapter 5 - Reprts/Exprt 6. Batch Cde If yu wuld like infrmatin that pertains t nly a specific batch f dnatins n the selected date, chse that batch frm the bx. 7. Asset Accunt If yu have chsen t include Accunting entries, be sure t select the accunt t which yu will be depsiting yur dnatins. 8. The Check Number and the Amunt f the dnatins made by check fr the selected date and Asset Accunt will appear in the list n the right side f the screen. Any bank infrmatin stred under the selected Asset Accunt in Accunting will als appear. 9. Include Bank Infrmatin Place a checkmark in this bx t print the bank infrmatin n the reprt. 10. Ttal Cash & Cin The ttal f the dnatins made in cash will appear at the tp f the screen in the bx. If yu need t separate the amunt f cash given in bills and the amunt f cash given in cins, click the Split Cash and Cin. The ne bx separates int tw bxes fr yu t enter the Ttal Cash and Ttal Cin. As yu enter the ttal cash and ttal cin, the amunts will be cmpared against a ttal f bth items: 11. Under the Cash & Cin ptins, a list f checks will shw any dnatins made with a check. 12. Chse between Srt by Check # and Srt in Entry Order t change the rder in which the checks appear. Clicking the Srt by Check # ptin will place the items in the list in rder accrding t the check number. If yu click Srt in Entry Order, the list will rerder the items and place them accrding t when they were entered int Dnatins r Accunting. 13. Click the Add Check buttn t add any check items that yu will be making with this depsit and want t shw n the Depsit Slip. - 195 -
Chapter 5 - Reprts/Exprt 14. T remve any items, click the desired item and click Delete Check. Nte: The cash and check items and amunts displayed n the Depsit Slip Optins screen ONLY affect the appearance f the reprt. N changes will be made t the dnatins as they were riginally entered and stred in the sftware. Therefre, when yu clse the screen, any cash r check infrmatin yu have added, changed, r remved will nt be saved. 15. Click the Fnts Tab (pg 280) t make any changes t the style and/r size f the typeface printed n the reprt. Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Cmpare & Analyze The ptins under Cmpare Analyze in the Dnatin Reprts/Exprt menu in the Buttn Bar at the tp f the screen are: Pledge / Giving Analysis (pg 197) Campaign Cmparisn (pg 201) Giving Cmparisn (pg 206) - 196 -
Chapter 5 - Reprts/Exprt Step Reprt (pg 208) Statistical Reprt (pg 213) Pledge / Giving Analysis Fr each Giver, the Pledge / Giving Analysis presents a cmparisn f mney given t Giving Accunts against mney pledged t each ne. This is als ne f the mst flexible reprts in Dnatins. T view r print the Pledge / Giving Analysis: 1. Click Reprts/Exprt in the Buttn Bar at the tp f the screen. 2. Click the Cmpare & Analyze buttn that appears belw. 3. Click the Pledge / Giving Analysis buttn that appears in the adjacent menu It will pen t the Giving / Pledging tab: - 197 -
Chapter 5 - Reprts/Exprt Giving Include Chse the ptin that best describes the Giving infrmatin yu wish t see: All Click this ptin t have all kinds f Givers regardless f their giving included. Only thse with giving frm Enter a desired range f dnatin dllar amunts that yu wuld like t include. If the range has n maximum amunt, place a check in the N Upper Limit bx. Only thse wh gave Only thse wh did nt give AND / OR - 198 -
Chapter 5 - Reprts/Exprt Between the Giving Include and Pledging Include areas f the screen, use the AND / OR drpdwn bx t specify hw the criteria must be fulfilled: AND Use t search fr peple wh meet BOTH f the criteria, allwing less peple t be included. OR Use t search fr peple wh meet EITHER f the criteria, allwing mre peple t be included. Pledging Include Chse the ptin that best describes the infrmatin regarding Pledges (pg 98) that yu wish t see n yur reprt: All Givers Includes all Givers regardless f Pledging. Only thse with pledging frm Enter a desired range f pledge dllar amunts that yu wuld like t include. If the range has n maximum amunt, place a check in the N Upper Limit bx. Only thse wh pledged Only thse wh did nt pledge Thse wh:if applicable, place r remve a checkmark fr Have Met All Pledges and/r Have Nt Met All Pledges. With Pledge Type(s): Place a checkmark next t any r all frequencies f pledges yu want t include n the reprt. Other Optins At the tp right f the Giving / Pledging tab there are smetimes a few mre ptins: - 199 -
Chapter 5 - Reprts/Exprt Receives Statement (pg 155) specify if yu nly want t see thse wh d r nly thse wh d nt receive statements. (This is nt an ptin n Statements as Givers withut "Receives Statement" checked cannt be included) Giving as a Family r Giving Separately (pg 155) specify if yu nly want t see thse wh give alne r nly thse wh give as a family. Date Range select the time perid that yu want the reprt t present. Shw Giver ttals if yu want t see a ttal fr each Giver n the reprt. Summary nly if yu want t see nly the summary, instead f an accmpanying, individualized listing by Giver. Chse any f the fllwing tabs t apply additinal settings: - 200 -
Chapter 5 - Reprts/Exprt Givers / Peple Tab T specify certain Membership characteristics f the peple yu want t include. The characteristics fr yu t chse are actual fields that stre peple's infrmatin in The Peple File. This tab is the exact same as the Peple tab in Membership Reprts / Directry / Exprts. Accunts tab Specifies that nly certain accunts shuld be included. Clumns Tab Determines the rder and the appearance f the clumns displayed. Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Additinal Optins Tab Place a checkmark t select which, if any, Categry indicatrs yu want t include (e.g. [V] fr Visitr, [D] fr Dnr, etc.) Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Campaign Cmparisn The Campaign Cmparisn is a reprt that shws the similarities r differences between pledging campaigns and its participants. T view r print the Campaign Cmparisn: - 201 -
Chapter 5 - Reprts/Exprt 1. Click Reprts/Exprt in the Buttn Bar at the tp f the screen. 2. Click the Cmpare & Analyze buttn that appears belw. 3. Click the Campaign Cmparisn buttn that appears in the adjacent menu. - 202 -
Chapter 5 - Reprts/Exprt Frm the list f Available campaigns click the pledge campaign(s) that yu want the reprt t shw and click the right buttn. The campaigns that shw in the Selected fr reprt list will appear n the reprt. Fr any items that yu d nt want the reprt t shw, click the desired campaign name and click the left buttn. Chse any f the fllwing tabs t apply additinal settings: - 203 -
Givers / Peple Tab T specify certain Membership characteristics f the peple yu want t include. The characteristics fr yu t chse are actual fields that stre peple's infrmatin in The Peple File. This tab is the exact same as the Peple tab in Membership Reprts / Directry / Exprts. Clumns Tab Determines the rder and the appearance f the clumns displayed. Additinally, this tab gives yu the ability t add custm calculated clumns: Add Calculated Clumn Chapter 5 - Reprts/Exprt The Sample Clumns buttn at the tp left will give yu cmmn calculatins that might be desired: - 204 -
Chapter 5 - Reprts/Exprt Selecting any f these will autmatically fill in the fields with the specific calculatin details t save time. Yu culd als manually select calculatins. Fr example, t subtract an amunt given frm amunt pledged n a building campaign, as shwn: - 205 -
Chapter 5 - Reprts/Exprt Yu can click n the Add buttn t add the calculated selectin belw. Yu can add multiple calculated clumns r just ne, as needed. Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Additinal Optins Tab Place a checkmark t select which, if any, Categry indicatrs yu want t include (e.g. [V] fr Visitr, [D] fr Dnr, etc.) Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Giving Cmparisn The Giving Cmparisn reprt is a listing f the similarities r differences in giving between specified time perids. T view r print the Giving Cmparisn: 1. Click Reprts/Exprt in the Buttn Bar at the tp f the screen. - 206 -
Chapter 5 - Reprts/Exprt 2. Click the Cmpare & Analyze buttn that appears belw. 3. Click the Giving Cmparisn buttn that appears in the adjacent menu. - 207 -
Chapter 5 - Reprts/Exprt Enter a beginning date and an ending date that represents yur first desired time span. Then press + Add Range and that time frame will be added t the list belw. The time frames yu accumulate in the list will be cmpared n the reprt that yu run. Cntinue adding as many ranges as yu wish t cmpare. Chse any f the fllwing tabs t apply additinal settings: Givers / Peple Tab T specify certain Membership characteristics f the peple yu want t include. The characteristics fr yu t chse are actual fields that stre peple's infrmatin in The Peple File. This tab is the exact same as the Peple tab in Membership Reprts / Directry / Exprts. Accunts tab Specifies that nly certain accunts shuld be included. Clumns Tab Determines the rder and the appearance f the clumns displayed. Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Additinal Optins Tab Place a checkmark t select which, if any, Categry indicatrs yu want t include (e.g. [V] fr Visitr, [D] fr Dnr, etc.) Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Step Reprt The Step Reprt breaks dwn either giving r pledge amunts int levels, r steps, and presents the number f peple in the cngregatin wh give r pledge within each step. T view r print the Step Reprt: - 208 -
Chapter 5 - Reprts/Exprt 1. Click Reprts/Exprt in the Buttn Bar at the tp f the screen. 2. Click the Cmpare & Analyze buttn that appears belw. - 209 -
Chapter 5 - Reprts/Exprt 3. Click the Step Reprt buttn that appears in the adjacent menu. 4. Chse the frmat f yur reprt by clicking either Giving r Pledging. 5. Chse the Date Range fr the reprt. 6. Chse any f the fllwing ptins as they apply t yur requirements f the reprt: Summary Only: Place a checkmark in this bx if yu want nly the ttal amunts fr each step.if yu d nt place a checkmark in this bx, each step f the reprt will als present all wh gave r pledged an amunt that falls within the step. Page break between steps: Place a checkmark in this bx t start a new page f the reprt fr each step. If yu d nt place a checkmark in this bx, the infrmatin will cmpletely fill each page. - 210 -
Chapter 5 - Reprts/Exprt 7. On the right side f the screen, enter the Giving Steps r Pledging Steps, depending n the kind f Step Reprt yu plan t run: As yu enter the beginning "Lw" dllar amunt fr each step, the ending "High" dllar amunt fr each preceding step will autmatically adjust. And, the beginning "Lw" amunt fr the last step that yu enter will then include any dllar amunt beynd it, and indicate n the screen that the step has n upper limit. Nte: If yu need t remve a step, click the line and hit the Delete Rw buttn. Chse any f the fllwing tabs t apply additinal settings: - 211 -
Chapter 5 - Reprts/Exprt Giving / Pledging Tab Giving Include: Chse the ptin that best describes the Giving infrmatin yu wish t see n yur reprt: AND / OR Use the drpdwn t specify hw the criteria must be fulfilled in rder t generate yur reprt: AND Use t search fr peple wh meet BOTH f the criteria, allwing less peple t be included. OR Use t search fr peple wh meet EITHER f the criteria, allwing mre peple t be included. Pledging Include Chse the ptin that best describes the Pledging infrmatin yu wish t see n yur reprt: Accunts tab Specifies that nly certain accunts shuld be included. Givers / Peple Tab T specify certain Membership characteristics f the peple yu want t include. The characteristics fr yu t chse are actual fields that stre peple's infrmatin in The Peple File. This tab is the exact same as the Peple tab in Membership Reprts / Directry / Exprts. Clumns Tab Determines the rder and the appearance f the clumns displayed. Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Fnts Tab - 212 -
Chapter 5 - Reprts/Exprt Sets the style and size f the typeface used t display the cntents f the reprt. Additinal Optins Tab Place a checkmark t select which, if any, Categry indicatrs yu want t include (e.g. [V] fr Visitr, [D] fr Dnr, etc.) Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Statistical Reprt This reprt is a quick and easy way t run a reprt f statistics abut general giving infrmatin. T view r print the Statistical Reprt: 1. Click Reprts/Exprt in the Buttn Bar at the tp f the screen. - 213 -
Chapter 5 - Reprts/Exprt 2. Click the Cmpare & Analyzebuttn that appears belw. 3. Click the Statistical Reprt buttn that appears in the adjacent menu. This will pen up the Statistical Reprt screen t the Optins tab. Here yu can select if yu want a Hrizntal r Vertical layut. If yu select a Hrizntal layut, yu can als chse whether r nt t "Include Mnth Ttals" and t "Shw Mnth Ttal First": - 214 -
Chapter 5 - Reprts/Exprt Yu can click Print here t get the generic reprt fr the year including dates and ttals, r click the Filter Tab (pg 267), t change the ptins and get very specific infrmatin: - 215 -
Chapter 5 - Reprts/Exprt This is where yu can chse certain Givers, Pledges (pg 98), Accunts, Batch Cdes (pg 54), dates, even transactin numbers, amunts, and payment methds. Chse any f the fllwing tabs t apply additinal settings: Clumns Tab Determines the rder and the appearance f the clumns displayed. Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Lists & Labels The ptins under the Dnatin Reprts Lists & Labels menu are: - 216 -
Chapter 5 - Reprts/Exprt List Accunt Balances (pg 217) List Giver #s (pg 219) Labels (pg 222) List Accunt Balances Use the List Accunt Balances feature in Dnatins t generate a reprt that lists the balances fr all the accunts. T run the reprt: Frm The Initial Prtal f Church Windws chse Dnatins Click Reprts/Exprt in the Buttn Bar at the tp f the screen. - 217 -
Chapter 5 - Reprts/Exprt Click the Lists & Labels buttn that appears belw. Click the List Accunt Balances buttn that appears in the adjacent menu. Chse the desired Year and Date Range frm the bxes lcated n the screen. Click t check the Include Inactive Accunts bx if yu wuld like the reprt t als shw accunts that have been marked as Inactive n the Manage Accunts (pg 85) screen. - 218 -
Chapter 5 - Reprts/Exprt Click t check the Include Accunts with Zer Balances bx if yu want the reprt t als shw accunts that have a balance f $0.00. Chse any f the fllwing tabs t apply additinal settings: Clumns Tab Determines the rder and the appearance f the clumns displayed. Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Detail tab Includes certain accunts / Subttals (pg 127) in the reprt. Click t remve a checkmark that has been placed next t an accunt / subttal that yu d nt want. Otherwise, all accunts / subttals will shw n the reprt. Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. List Giver #s Use the List Giver #s feature t generate a reprt f Giver numbers that are currently either assigned t a specific Giver, r unassigned making the number available fr future use. Use Manage Giver Numbers (pg 152) fr adding r remving Giver numbers. T run the reprt: - 219 -
Chapter 5 - Reprts/Exprt Frm The Initial Prtal f Church Windws chse Dnatins Click Reprts/Exprt in the Buttn Bar at the tp f the screen. Click the Lists & Labels buttn that appears belw. Click the List Giver # s buttn that appears in the adjacent menu. - 220 -
Chapter 5 - Reprts/Exprt Click the Use numbers current as f ptin if yu want a list f numbers in the past r future and enter the desired date in the bx, therwise leave tday's date in that bx. Yu then have tw chices fr the type f Giver numbers t list: 1. Assigned numbers thse currently in use. Enter the Giver Number Range t shw nly the selected span f numbers n the reprt. If want t use a saved a range f numbers under a reserved name, chse it frm the Named Range bx. Place a check in the bx next t any f these ptins: Include next Giver # will prepare the reprt t shw the Giver # assigned after the currently assigned number expires, if any has been assigned. Include Address shws the address f the Giver n the reprt. Include phne shws the phne f the Giver n the reprt. - 221 -
Chapter 5 - Reprts/Exprt T cnserve space n the printed reprt, yu can change frm a single clumn layut t a multi-clumn by changing the Number f clumns. T save the list in a text file, click the Exprt t Text File buttn. 2. Unassigned numbers thse nt currently used by any Givers. Enter the number range desired: Chse any f the fllwing tabs t apply additinal settings: Givers / Peple Tab T specify certain Membership characteristics f the peple yu want t include. The characteristics fr yu t chse are actual fields that stre peple's infrmatin in The Peple File. This tab is the exact same as the Peple tab in Membership Reprts / Directry / Exprts. Clumns Tab Determines the rder and the appearance f the clumns displayed. Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Additinal Optins Tab Place a checkmark t select which, if any, Categry indicatrs yu want t include (e.g. [V] fr Visitr, [D] fr Dnr, etc.) Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Labels Use the Labels feature t generate labels, such as mailing labels and name tags. Yu can access this functin frm varius places thrughut Church Windws. - 222 -
Chapter 5 - Reprts/Exprt Frm the Membership Mdule: Click the Quick Access Buttns fr Labels. OR Click Reprts/Exprt in the Buttn Bar at the tp f the screen. Then, chse the specific reprt yu wuld like t run and then select Labels. Frm the Dnatins Mdule: Click Reprts/Exprt in the Buttn Bar at the tp f the screen. - 223 -
Chapter 5 - Reprts/Exprt Then click Lists & Labels. Then click Labels. Step 1 Select wh shuld have labels printed The windw will pen t the Peple tab. This is the first step in creating yur labels: - 224 -
Chapter 5 - Reprts/Exprt There are 5 tabs f available criteria ptins fr yur labels: Peple tab The windw will pen t the Peple tab. This is the first step in creating yur labels. Select a Membership Field Chse any field in The Individual Recrd r The Family Recrd t cmpile a search query limiting the peple wh will be included n the reprt. T include everyne, d nt make any selectins. The different Field Types will prvide different "peratr" chices, such as: OR Once yu make yur Membership Field Selectin, t add it t the search criteria, click n the 'Add Selectin' buttn. It will add it t the criteria bx belw. - 225 -
Chapter 5 - Reprts/Exprt Fr example, if yu want t add ages greater than 65 t the criteria, just use the Membership Field drpdwn t select Age like abve, then select the "greater than" peratr, and put 65 in the first bx. Then click n the buttn. It will add it and lk like this: Once yu have at least ne criteria added t yur selectin, yu can either cntinue selecting ther ptins fr the reprt with just ne criteria, r use the Membership Field drpdwn again t select additinal ptins. Befre yu can click n the OR buttn t the right f the buttn t add additinal criteria, yu must either click the AND r the buttn t specify hw yu want the selectins applied: AND Use t search fr peple wh meet BOTH f the criteria, allwing less peple t be included. OR Use t search fr peple wh meet EITHER f the criteria, allwing mre peple t be included. Fr mre cmplex searches, yu can als add parentheses t select peple meeting either r bth f several different cmbinatins f criteria selectins. Then yu will be able t click n the buttn. - 226 -
Chapter 5 - Reprts/Exprt S fr this example, Select age greater than 65 Then click the buttn Then select Grups / Classes and chse thse presently in the adult chir Then click "AND" Then click the buttn again, and it will lk like this: Include... If yu wish t Include Inactive Givers in the reprt, click the bx t place a checkmark. With a checkmark in the bx, the reprt will shw bth f the fllwing: Givers that have been marked as Inactive n the Manage Givers (pg 131) screen f the Dnatins Mdule. Givers that have been marked Inactive with an Inactive Reasn (frmerly Reasn fr Terminatin) n The Individual Recrd in the Membership Mdule. If yu wish t include Visitrs r peple in ther Categries, click the bx t place a checkmark next t the desired Categry(ies). Place a checkmark in the bxes if yu wish t include Membership Grups, Dnatins Individual Givers (pg 144), and/r Dnatins Grups in yur reprt. The bxes yu check will include the items n the reprt regardless f what has been setup in the Membership criteria. Giver # - 227 -
Chapter 5 - Reprts/Exprt If yu wuld like t include all Givers, regardless f whether the Giver has a giving number stred n recrd, make sure that a check mark is placed in bth Select Givers with # and Select Givers withut # bxes. Otherwise, place a check mark in nly ne f the tw bxes. Use the Giver # Range bxes t chse the range f Giver numbers fr the labels r statements yu want t print. If yu have saved a Giver # Range in the past and wuld like t reuse it, select it frm the Named Range bx. Yu can als add a new Named Range by clicking the Add buttn. Or, if yu n lnger need a Named Range that currently exists in the list, select it and click the buttn. At the very bttm yu can als chse any previusly Saved Selectins f reprt criteria yu have set up and saved in the past and/r save yur current selectins t use them again later by clicking the flppy-disk buttn. Once yu have entered all ptins necessary fr the peple yu wuld like t see, yu can cntinue n t the next tab, Giving / Pledging. Giving / Pledging Tab The Giving / Pledging Tab (pg 268) allws yu t select ptins t shw thse wh did r did nt give r pledge, r t shw certain date ranges fr the Givers and/r pledgers. There are als ptins t select t shw the different cmbinatins f types f Pledges (pg 98). Giving Include Chse the ptin that best describes the Giving infrmatin yu wish t see: All Click this ptin t have all kinds f Givers regardless f their giving included. Only thse with giving frm Enter a desired range f dnatin dllar amunts that yu wuld like t include. If the range has n maximum amunt, place a check in the N Upper Limit bx. Only thse wh gave Only thse wh did nt give - 228 -
Chapter 5 - Reprts/Exprt AND / OR Between the Giving Include and Pledging Include areas f the screen, use the AND / OR drpdwn bx t specify hw the criteria must be fulfilled: AND Use t search fr peple wh meet BOTH f the criteria, allwing less peple t be included. OR Use t search fr peple wh meet EITHER f the criteria, allwing mre peple t be included. Pledging Include Chse the ptin that best describes the infrmatin regarding Pledges (pg 98) that yu wish t see n yur reprt: All Givers Includes all Givers regardless f Pledging. Only thse with pledging frm Enter a desired range f pledge dllar amunts that yu wuld like t include. If the range has n maximum amunt, place a check in the N Upper Limit bx. Only thse wh pledged Only thse wh did nt pledge Thse wh:if applicable, place r remve a checkmark fr Have Met All Pledges and/r Have Nt Met All Pledges. With Pledge Type(s): Place a checkmark next t any r all frequencies f pledges yu want t include n the reprt. Other Optins At the tp right f the Giving / Pledging tab there are smetimes a few mre ptins: - 229 -
Chapter 5 - Reprts/Exprt Receives Statement (pg 155) specify if yu nly want t see thse wh d r nly thse wh d nt receive statements. (This is nt an ptin n Statements as Givers withut "Receives Statement" checked cannt be included) Giving as a Family r Giving Separately (pg 155) specify if yu nly want t see thse wh give alne r nly thse wh give as a family. Date Range select the time perid that yu want the reprt t present. Shw Giver ttals if yu want t see a ttal fr each Giver n the reprt. Summary nly if yu want t see nly the summary, instead f an accmpanying, individualized listing by Giver. Accunts Tab This tab lets yu decide which accunts yu d r d nt want t shw. As in ther reprts in Church Windws, yu can use the left and right arrw buttns in the middle, r just duble click n the actual accunts t bring them back and frth between the Available accunt field and the Selected accunt field. Yu culd als click n the Select All r Clear All buttns t mve the entire list f accunts back and frth. - 230 -
Chapter 5 - Reprts/Exprt Once the accunt list is crrect fr what yu wuld like t see, yu can cntinue t the last tab, the Srt tab. Srt Tab The Srt Tab des nt relate t which criteria yu have selected. It simply gives yu ptins t srt the labels in a different rder when they are printed, regardless f what criteria is selected n the ther tabs. Nte: Once yu have selected the apprpriate criteria in any tab(s), yu have the ability t save the all selectins yu have made in all the tabs by clicking n the flppy-disc buttn t the right f the Saved Selectins field at the bttm, at any time, n matter which tab yu are in, and name it apprpriately. Frm that pint n, yu can access that specific search criteria any time yu g back int this screen. - 231 -
Chapter 5 - Reprts/Exprt Clicking n the Next buttn at the bttm will bring yu t the Label Layut screen: Step 2 Select the Label Layut This is where yu can specify hw the label will lk and what infrmatin it will include: Label Layut Use the drpdwn t see the preladed label frmats and chse the specific label type yu are using: - 232 -
Chapter 5 - Reprts/Exprt The "[Template] Avery 5160 With Family Mailing Label" layut will cntain whatever yu have entered int the " Mailing Label" field n The Family Recrd and will lk smething like this: MR AND MRS JAKE KNOX 7314 MAIN BLVD GAHANNA OH 43230-2155 The "[Template] Avery 5160 With Individual Name(s)" layut will cntain the first and last name f the selected individual(s) and will lk smething like this: JAKE, SARAH, JUDITH, NATE KNOX 7314 MAIN BLVD GAHANNA OH 43230-2155 If yu need t custmize yur Label Layut, yu can click n the buttn t the right. This will pen the Reprt Designer that is available frm ther reprts, and here yu can custmize which fields yu want, where yu want them, and the sizes/styles f any field and save an alternate cpy f the riginal layut. If there is nt a Label Layut that meets yur needs, yu can start frm scratch by clicking n the buttn: New Label The Label Wizard is a set f screens that help yu define new labels, s that yu can select the Label Layut name n the Labels screen and cntinue with the printing f yur labels. - 233 -
Chapter 5 - Reprts/Exprt Specify the Label Infrmatin by chsing ne f the Label Prducts and its Prduct Number frm the drpdwn lists. Mst standardized labels are in this list. The sectin beneath the drpdwn bxes will display the dimensins fr the Label yu selected: Click Finishwhen dne, unless yu need t make mre specific changes t the layut f the label, such as its Width, Height, Pitch, Margin, r Page size in which case yu can click Next and use the diagram t verify/adjust the label yu chse, then click Finish. The wizard will pull up the Reprt Designer screen where yu can verify the layut fr the label and field fr the text that the Label Layut is suppsed t print. This is als where yu can add barcdes if yu are Using Pstage $aver with Church Windws. When yu are finished, click the Save buttn at the tp f the screen. Clse the Reprt Designer screen and use the Label Layut drpdwn bx n the Step 2 Labels screen t chse the layut yu set up n yur labels. Additinal Optins Date f Mailing If yu are printing labels t send n anther date besides tday, enter a date here s that the crrect address is - 234 -
Chapter 5 - Reprts/Exprt used if yu have peple with Alternate Addresses during particular date ranges. Fr example, if smene is in schl fr the fall, it will then knw t send it there if the mailing date is within that time frame. Uppercase Text fr Mailing If yu are printing labels fr anther purpse besides mailing, yu can uncheck the bx t print in bth upper and lwer case instead f the default f nly uppercase. Keep in mind, hwever, that accrding t the USPS Publicatin 28 (which is the fficial guide n pstal addressing standards) all uppercase addresses are preferred thugh it is nt a requirement. Start Psitin If needed, enter a number in the bx; this wuld be the number f previusly used labels n first page. If yu have a full page f blank labels that are available fr material t print n them, make sure yu have this number set t 0. Nte: The last time yu printed labels using the same label paper, yu might have used up a certain amunt f labels. If this is true in yur case, yur first sheet f labels is nt ging t have labels available. Instead f wasting a sheet f paper, yu can shw the sftware t start at the first unused label, and therefre make use f the rest f the labels n the page. One Label per Click the ptin t prepare separate labels fr each: Individual, Giving Unit, r Family. Include Additinal Family Members T include the names f any additinal family members yu may have added using the Link anther child t this family functin, place a check in the bx t the right f the "One label per" selectin. Organizatin Inf tab If the Label Layut yu selected uses a certain name t represent the Organizatin Inf, select the desired ptins. Unless therwise specified, yur Church name will appear at the tp f the reprt as yu initially entered it int the Organizatin Inf stred in System Infrmatin in the Administratin area f Church Windws. If yu need t create additinal sets f Organizatin Infrmatin, click the Add buttn. Or, select an existing name frm the Org. Inf bx and click either Edit t change it r Delete t remve it frm the list. - 235 -
Chapter 5 - Reprts/Exprt Select Peple The list at the bttm f the screen shws all the Givers that met yur search criteria. Because all Givers in the list have a checkmark next t their names, their infrmatin will print n the label. If there is a specific Giver(s) fr whm yu d nt want t print a label, click t remve the checkmark that appears next t the desired Giver name r use the Check All/Uncheck All buttns at the bttm. Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Dnatin Statements Yu can print and/r Email Dnatins Statements (pg 242) at any time f the year. When ding s, the giving and pledging infrmatin entered in the sftware is calculated and printed nt a statement fr each selected persn r grup. Fr Canada Users nly: Dnatin Statements in Church Windws will be referred t as Dnatin Receipts. When Dnatin Receipts (pg 256), be sure t verify the starting Receipt #. T access the Dnatin Statements screen: Click Reprts / Exprt in the Buttn Bar at the tp f the screen Click Dnatin Statement. It will pen up t the Giving / Pledging Tab (pg 268): - 236 -
Chapter 5 - Reprts/Exprt Step 1 Select wh shuld receive a statement Make any selectins if yu want t narrw dwn the list f Givers receiving a statement by the giving and pledging cnditins that the tab prvides: Giving Include Chse the ptin that best describes the Giving infrmatin yu wish t see: All Click this ptin t have all kinds f Givers regardless f their giving included. Only thse with giving frm Enter a desired range f dnatin dllar amunts that yu wuld like t include. If the range has n maximum amunt, place a check in the N Upper Limit bx. - 237 -
Chapter 5 - Reprts/Exprt Only thse wh gave Only thse wh did nt give AND / OR Between the Giving Include and Pledging Include areas f the screen, use the AND / OR drpdwn bx t specify hw the criteria must be fulfilled: AND Use t search fr peple wh meet BOTH f the criteria, allwing less peple t be included. OR Use t search fr peple wh meet EITHER f the criteria, allwing mre peple t be included. Pledging Include Chse the ptin that best describes the infrmatin regarding Pledges (pg 98) that yu wish t see n yur reprt: All Givers Includes all Givers regardless f Pledging. Only thse with pledging frm Enter a desired range f pledge dllar amunts that yu wuld like t include. If the range has n maximum amunt, place a check in the N Upper Limit bx. Only thse wh pledged Only thse wh did nt pledge Thse wh:if applicable, place r remve a checkmark fr Have Met All Pledges and/r Have Nt Met All Pledges. With Pledge Type(s): Place a checkmark next t any r all frequencies f pledges yu want t include n the reprt. Other Optins At the tp right f the Giving / Pledging tab there are smetimes a few mre ptins: - 238 -
Chapter 5 - Reprts/Exprt Receives Statement (pg 155) specify if yu nly want t see thse wh d r nly thse wh d nt receive statements. (This is nt an ptin n Statements as Givers withut "Receives Statement" checked cannt be included) Giving as a Family r Giving Separately (pg 155) specify if yu nly want t see thse wh give alne r nly thse wh give as a family. Date Range select the time perid that yu want the reprt t present. Shw Giver ttals if yu want t see a ttal fr each Giver n the reprt. Summary nly if yu want t see nly the summary, instead f an accmpanying, individualized listing by Giver. Chse any f the fllwing tabs t apply additinal settings: - 239 -
Givers / Peple Tab T specify certain Membership characteristics f the peple yu want t include. The characteristics fr yu t chse are actual fields that stre peple's infrmatin in The Peple File. This tab is the exact same as the Peple tab in Membership Reprts / Directry / Exprts. Accunts tab Specifies that nly certain accunts shuld be included. Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Optins tab Chapter 5 - Reprts/Exprt Warn if a statement spans mre than ne page Place a check in this bx t turn n the ntificatin fr statements that exceed a single page r remve the checkmark t avid being ntified. Relabel Fields When smene makes a cmmitment t give a certain amunt f mney, the sftware regards the mney as being pledged. Sme Churches use a different wrd instead f pledged. This and ther labels that appear n the statement can be changed t any wrds yu wish yur statement t shw, by placing a Custm Label next t the Default Label. - 240 -
Chapter 5 - Reprts/Exprt D nt shwing pledging infrmatin If yur Church des nt use the pledging prtin f Dnatins, yu can remve all pledging infrmatin frm statements by checking this bx. Leave the bx unchecked t include pledging infrmatin n statements. When yu're finished, click the Next buttn. Step 2 Select the statement layut / frmat Statement Layut Chse the desired statement layut frm the drpdwn r click the Dnatin Statement Designer (pg 244) buttn t mdify an existing layut r t create yur wn. Glbal Mem Enter a new message r select a previusly entered ne frm the drpdwn if yu wuld like t include a message t all f yur Givers n their Statements. (Alternatively, yu can use the Persnalized Statement Mem* t include a persnal message fr ne specific Giver.) - 241 -
Chapter 5 - Reprts/Exprt Print Labels Once yu have selected the names f the Givers t whm yu want t send a statement, yu can send a label t the same selected Givers by clicking the buttn at the tp right. This way, yu can print Labels (pg 222) fr the same Givers receiving a statement. Quarterly Sectin date range If yu are using a statement layut which will include the Quarterly sectin, verify that the date rage f the desired Quarter is shwing in this bx. If yu are unser if yur statement layut includes this sectin, check the Dnatin Statement Designer (pg 244). Nte: If a Giver wh shuld receive a statement is missing frm the list f selected Givers in the bttm half f the screen, yu must place a checkmark in this bx n the selected Giver's recrd in Manage Givers (pg 131) t include them. If there is n checkmark in the Receives Statement bx fr a Giver, the sftware cannt print a statement fr that Giver. Select the Givers fr the statements yu need by placing a checkmark next t the desired names under the Print r Email clumn. Fr either clumn, yu can als click Uncheck 'Print' (r 'Email') fr all t remve all check marks, manually select certain nes, r click Check 'Print' (r 'Email') fr all t reselect all names in the list. Check Print if n email address Have a statement printed ut fr email addresses that are nt n file by placing a checkmark the bx. This way if yu chse, Email and the statement recipient des nt have an email n recrd, the sftware will knw t print ut a statement. Click Print / Email Statements t prceed t a Print Preview. If yu have chsen t email statements, an email will be sent with an attachment f the statement in PDF file frmat (see belw). Email Dnatins Statements Use the Email tab t make yur selectins, first yu must Setup Email (pg 262). - 242 -
Chapter 5 - Reprts/Exprt Email Setting Once yu have Setup Email (pg 262), chse a name frm the drpdwn bx. The name fund in the drpdwn bx represents SMTP Email settings that have been already saved under a specific name, called the Display Name. The Display Name yu chse frm this list will then send yur statements by email accrding t the settings saved t it. Glbal Email Message Create r select a previusly used mem if yu wuld like t include a message t yur Givers n their Statements. Yu may als add attachments t the email, as needed. Send Sample Dnatin Statement Email When finished, yu can click this buttn t send a test email t verify that the Display Name under the Email Settings has been crrectly cnfigured. Setup SMTP Email T set up a new Display Name and its email settings, click the Add buttn. Enter the infrmatin n the screen. If yu need t change the email settings f any existing Display Name in the list, click the name nce. Then, click the Edit buttn. - 243 -
Chapter 5 - Reprts/Exprt T remve any f the Display Names, select it frm the list and click the Delete buttn. If yu wish t change the Mass Assign Email Field (frm MembershipMdule) selectin n the Dnatins Settings (pg 282) screen, click Set Default Email fr Givers. Dnatin Statement Designer Use the Statement Designer t design a custm layut fr yur Dnatin Statements (pg 236). The Statement Designer allws yu t make yur wn unique changes t the default statement templates included with the sftware r even create ttally custm statements frm scratch. This tl lets yu change the intricate details f each field n yur reprt: size, psitin, separatrs, headers and fters, etc. This is a very invlved tl and usually nly used by thse very familiar with custmizatin and designing that have specific requirements. The standard statement layuts included in the sftware are usually sufficient, s befre using this tl, make sure there is nt already a layut that meets yur needs. - 244 -
Chapter 5 - Reprts/Exprt The primary bjective f the Statement Designer is t take a desired item frm the B Standard Cntrls Tl Bx (pg 252) and place it n the frm. T d this, first click the desired item name. Then, trace the area f the frm where yu wuld like t place the selected item. The frm will then shw the item yu selected. Yu can then click-and-drag it t the place yu want it t be. Yu can als click the arrw in the upper right crner f the item t make additinal selectins specific t the item. Nte: T mve bjects very precisely, yu can hld dwn the CTRL key and use the arrw keys n yur keybard (,,, r ) t mve the bject(s) very minutely. Yu can als hld the SHIFT key alng with CTRL and the use arrw keys t either stretch r shrink the size f the bject(s). A Frmatting and Layut Tlbars The tlbars at the tp f the screen allw yu t save the layut under a specific name and adjust the fnt size, fnt style, text alignment, as well as zming further in and further ut. Belw is a cmplete list f the items frm left t right, starting with the tp tlbar and ending with the bttm tlbar. Bth tlbars are separated int their wn grups. Tp Tlbar Gives yu the ptin t save the layut under a different name, especially if yu have created a layut already and d nt want it t be saved under the name that represents the already created layut. Updates the layut n which yu are currently wrking. After yu have selected any bject r text, click this buttn t make a cpy f the item t the clipbard while remving the item frm the layut. - 245 -
Chapter 5 - Reprts/Exprt After yu have selected any bject r text, click this buttn t make a cpy f the item t the clipbard. When yu click the buttn it will appear as if nthing has happened. This is because the functin f cpying the item t the clipbard is nt visible t the eye when inside this layut. Nte: T be reassured that the item was cpied t the clipbard successfully, yu will have t use the Paste buttn. Click this Paste buttn t place any item r text in the frm that has been cpied t the clipbard via the Cut r Cpy buttn. Click this buttn t und the last peratin perfrmed. Click this buttn t red the last peratin. Fr example, if yu pressed the Und buttn and changed yur mind immediately afterwards, yu can press the Red buttn t cancel that peratin. When yu are selecting any item that has editable text fr which yu can chse different fnts, click the drpdwn buttn and make a chice frm this bx. Fnts that yu can use t change the style in which the text appears fr yur item selected can be chsen frm this bx. When yu are selecting any item that has editable text fr which yu can chse a different fnt size, click the drpdwn buttn and make a chice frm this bx. Fnt sizes that yu can use t change the size in which the text appears fr yur item selected can be chsen frm this bx. Click this buttn t shw in bld typeface any item that presents editable text. Click this buttn t shw in italicized typeface any item that presents editable text. - 246 -
Chapter 5 - Reprts/Exprt Click this buttn t shw in underlined typeface any item that presents editable text. Click this buttn t align editable text f any bject t the left margin. Click this buttn t align editable text f any bject t the center margin. Click this buttn t align editable text f any bject t the right margin. Click this buttn t align editable text s that it reaches bth left and right margins with the spacing needed n each line t d s. In ther wrds, if yu wuld like t have text be equally aligned twards the left as yu wuld like t have it aligned twards the right margin, press this buttn. Click this buttn t set the fregrund clr f the selected item. Click this buttn t set the backgrund clr f the selected item. This feature allws yu t zm further in and further ut frm the nrmal appearance f the layut. Fr instance, zming in cnsists f making the bjects bigger s that yu can get a clser lk at individual bjects r text n the frm withut making size changes t any items. In the same respect, zming ut makes the items smaller in the same respect. Either use the drpdwn bx t chse a percentage, r click the ( ) r (+) buttns n either side t zm further ut r further in. Bttm Tlbars After having clicked n a cntrl frm the B Standard Cntrls Tl Bx (pg 252) and having placed the cntrl n the frm, yu can use any f the fllwing buttns t apply frmatting t the cntrl. Eight f the twenty-five cntrls n this list can be used with at least ne cntrl. These cntrls have been marked in the list belw with an (*) asterisk. - 247 -
Chapter 5 - Reprts/Exprt T use any f the rest f the seventeen cntrls n the bttm tlbar, yu must first select at least tw cntrls that have been already added t the frm. T Grid (*) Align the psitins f the selected cntrls t the grid. Lefts Left align the selected cntrls. Centers Align the centers f the selected cntrls vertically. Rights Right align the selected cntrls. Tps Align the tps f the selected cntrls. Middles Align the centers f the selected cntrls hrizntally. Bttms Align the bttms f the selected cntrls. Width Make the selected cntrls have the same width. Size t Grid (*) Size the selected cntrls t the grid. Height Make the selected cntrls have the same height. Bth Make the selected cntrls the same size. Make Equal Make the spacing between the selected cntrls equal. Increase Increase the spacing between the selected cntrls. - 248 -
Chapter 5 - Reprts/Exprt Decrease Decrease the spacing between the selected cntrls. Remve Remve the spacing between the selected cntrls. Make Equal Make the spacing between the selected cntrls equal. Increase Increase the spacing between the selected cntrls. Decrease Decrease the spacing between the selected cntrls. Remve Remve the spacing between the selected cntrls. Hrizntally (*) Hrizntally center the selected cntrls within a band. Vertically (*) Vertically center the selected cntrls within a band. Bring T Frnt (*) Bring the selected cntrls t the frnt. Send T Back (*) Mve the selected cntrls t the back. Place a statement. checkmark in this bx t shw the accunt summary area f the - 249 -
Chapter 5 - Reprts/Exprt Click this buttn t change the Accunt Summary n the appearance and/r Clumns Tab (pg 278). Place a checkmark in this bx t shw the detail sectin f the statement. Click this buttn t make changes t what shws up in the detail sectin f the statement using the Optins tab, Clumns Tab (pg 278), and/r Fnts Tab (pg 280). - 250 -
Chapter 5 - Reprts/Exprt Place a checkmark in this bx t shw the quarterly sectin f the statement. Click this buttn t make changes t what shws up in the quarterly sectin f the statement using the Optins tab, Clumns Tab (pg 278), and Fnts Tab (pg 280). Yu will als want t verify that the Quarterly Sectin date rangeif yu are using a statement layut which will include the Quarterly sectin, verify that the date rage f the desired Quarter is shwing in this bx. If yu are unser if yur statement layut includes this sectin, check the Dnatin Statement Designer (pg 244). (pg 242) is crrect. - 251 -
Chapter 5 - Reprts/Exprt B Standard Cntrls Tl Bx Nte: When yu first enter the screen, the pinter bject in the Standard Cntrls will appear as underlined. This is an example f what indicates the bject as active and ready fr yu t use. And when yu click a different item, that new item will then cntain the line underneath it. The fllwing is a list f all f the fields yu can add t yur frm: Clicking this lets yu mve the existing items n the frm. Unless yu manually select anther Standard Cntrls item, this item will be already selected fr yu t mve things arund. The Giver Name as shwn in the Givers sectin f the Dnatins Mdule. - 252 -
Chapter 5 - Reprts/Exprt The Mailing Label f the Giver fllwed by a cmma and the Name, as shwn in the Givers sectin f the Dnatins Mdule. The Giver Number as shwn in the Givers sectin f the Dnatins Mdule. A cmbinatin f the address lcatin, including the city, state (r prvince), and zip cde (pstal cde), as shwn in the Givers sectin f the Dnatins Mdule. A cmbinatin f the Giver Name, and the address lcatin, including the city, state (r prvince), and zip cde (pstal cde), as shwn in the Givers sectin f the Dnatins Mdule. The calculated ttal amunt set t appear n the statement as nntax deductible. The calculated ttal amunt set t appear n the statement as tax deductible. The ttal amunt f mney given. The date range selected prir t entering the Statement Designer screen, and essentially, the date range f the statements being run. The date n which the statement is printed. The Tax Agency Statement required n all fficial statements by yur natinal gvernment (nly applies t U.S.A. and Canada). Shws the text yu place in the Glbal Statement Mem field f the Dnatin Statement screen. Shws the text yu place in the Persnalized Statement Mem field f the Dnatin Statement screen. The Organizatin Name stred in the Org. Inf currently selected n the Dnatin Statement screen. - 253 -
Chapter 5 - Reprts/Exprt The Organizatin Name stred in the Org. Inf currently selected n the Dnatin Statement screen, cmbined with Address 1, and Address 2 fields. The Address fields, City, State, and Zip Cde f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The Address 1 field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The Address 2 field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The City field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The State field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The Zip field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The TaxID field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The Phne 1 field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The Phne 2 field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The Fax field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The Email field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. The Web Address field f the Organizatin Name stred in the Org. Inf selected n the Dnatin Statement screen. - 254 -
Chapter 5 - Reprts/Exprt Canada Users Only: The Next Receipt # set t print n the statement, accrding t the Dnatin Receipt Inf. stred n the Optins tab f the Dnatins Statement screen. Canada Users Only: The Canadian Tax Agency name stred n the Optins tab f the Dnatin Statement Screen. Canada Users Only: The Canada Tax Website stred n the Optins tab f the Dnatin Statement Screen. Canada Users Only:The signature line required fr the fficial dnatin receipt t be validated when signed. Use this t select a picture file stred n yur cmputer t shw up in the place where yu set this item n the frm. Use this t type in text that yu want yur statements t shw, and place it in the desired lcatin n the frm. A straight line mving frm left t right. A straight line mving frm up t dwn. A bx that yu can expand as wide as necessary t grup tgether frm items. An item that nce placed n the frm yu can select a shape fr it t shw. C Designer / Preview Click the Designer buttn t make any adjustments t the fields n the layut (as explained abve). - 255 -
Chapter 5 - Reprts/Exprt Click the Preview buttn t view hw the layut items wuld lk if printed ut. Nte: The Preview will display the layut using dem data, nt yur Church's data. D Zm Use this t zm in and ut, making the view f the statement layut and its bjects bigger r smaller. Once yu have yur layut cmpletely setup, g up t the tp left and click the Save As buttn t give it a Statement Layut name, s that yu can select it the next time yu wish t print yur statements with a specific layut. Enter a name r edit the current name and click OK. Nte: When naming a new reprt layut, keep in mind that yu are creating a template which can be used fr ther reprts with different data in the future, therefre names shuld NOT include specific dates r the search criteria yu used t cmpile the reprt. Instead, the name shuld indicate what kind f infrmatin will be included in the reprt. Exit ut f Reprt Designer. The saved layut will nw be listed in the drp bx fr use in the future and yu will be returned t the Step 2 screen f Dnatin Statements (pg 236) where yu can click Print t view a Print Preview and send the statements t yur printer. Dnatin Receipts Open the Dnatins Mdule and click the Dnatin Statements (pg 236) Quick Access Buttns (r g t Reprts / Exprt in the Buttn Bar at the tp f the screen, then click Dnatins Statement). Then click the Dnatin Receipt buttn (will appear fr Canada users nly): - 256 -
Chapter 5 - Reprts/Exprt The Step 1 Select wh shuld appear n the reprt windw will appear: Enter the applicable selectins and Date Range n the Giving / Pledging Tab (pg 268). Select the Giver using the features n thegivers / Peple Tab (pg 272) f the screen. Cntinue t use the ther features and tabs yu need fr the receipts yu want t print. See Dnatin Statements (pg 236) fr further infrmatin. When yu're finished, click the Next buttn. - 257 -
Chapter 5 - Reprts/Exprt The Step 2 Select the reprt layut/frmat windw will appear. Befre printing, click the Dnatins Receipt Inf tab: Click the Set Next Receipt # buttn. The number that appears there will be the next receipt number and will print n the first dnatin receipt in the next series f receipts that yu print. This number can nly be set nce, and may NOT be edited withut the help f a Church Windws Supprt Technician. Place a checkmark in the Official Receipt bx nly when yu are ready t print the fficial dnatin receipts. When yu click the Print Statements buttn, and print the receipts n paper, the number in the Set Next Receipt # ptin will then increase. If yu need t print the receipts fr infrmatinal purpses nly, d nt place a check in the Official Receipt bx. This will let yu als make full use f the ther functins f the Print Preview screen. When yu print yur receipts and clse the Print Preview screen, a message will tell yu the numbers f the Dnatin Receipts that printed. If there are any issues with printing the dnatin receipts, clse the Dnatin Receipt screen and chse the Replacement Dnatin Receipts (pg 259) menu ptin under the Dnatin Statements (pg 236) buttn. If the ending receipt number des nt match the number n the n-screen message, please cntact ur Technical Supprt staff at 800.533.5227 r supprt@churchwindws.cm (be sure t add this address t yur email cntacts list t ensure delivery) r visit the Supprt Center n ur website fr additinal training materials. fr help in re-setting yur receipt numbers. - 258 -
Chapter 5 - Reprts/Exprt Replacement Dnatin Receipts If yu need t print anther Dnatin Receipts (pg 256) fr a cntributr fr tax purpses, then yu d need t knw what the riginal receipt number was and yu ll need t knw the cntributr s envelpe number as well. T create the replacement dnatin receipt, pen the Dnatins Mdule and g t Reprts / Exprt and click Dnatin Statement. Then click the Replacement Receipt buttn (will appear fr Canada users nly): The Step 1 windw will appear: - 259 -
Chapter 5 - Reprts/Exprt Enter the applicable selectins and Date Range n the Giving / Pledging Tab (pg 268). Select the Giver using the features n thegivers / Peple Tab (pg 272) f the screen. Cntinue t use the ther features and tabs yu need fr the receipts yu want t print. (See Dnatin Statements (pg 236) fr further infrmatin). - 260 -
Chapter 5 - Reprts/Exprt Click Next t mve n t Step 2 Select the reprt layut/frmat: Only the Giver needing a replacement receipt shuld be selected. Enter the riginal receipt number int the clumn titled Replace Rcpt #:. Click Print Statements. The new receipt will cmpile n the Print Preview screen. There will be a message n the receipt that states "the next receipt number cancels and replaces receipt # the number in the Replace Rcpt # field." Verify that the receipt numbers are crrect. Clse the Print Preview screen if yu need t make crrectins, and click Print Statements again t view them. When yu are ready, click the Print buttn t send this receipt t the printer. The system will tell yu the Dnatin Receipt #s that were printed. Check the receipt when it cmes ut f the printer and cnfirm that this is the crrect new receipt number. Click OK t make the message disappear. If the receipt numbers still print ut incrrectly, please cntact ur Technical Supprt staff at 800.533.5227 r supprt@churchwindws.cm (be sure t add this address t yur email cntacts list t ensure delivery) r visit the Supprt Center n ur website fr additinal training materials.. - 261 -
Chapter 5 - Reprts/Exprt Setup Email Use the fllwing instructins t set up yur email address(es) t be able t send emails directly frm Church Windws. Frm The Initial Prtal f Church Windws chse either Membership r Dnatins Click Reprts / Exprt in the Buttn Bar at the tp f the screen Click Send Email This will pen the Email windw. There are three tabs here: Givers / Peple Tab (pg 272), Giving / Pledging Tab (pg 268), and Accunts tab (pg 271). T setup email, simply click Next withut selecting any criteria. Email Settings Different Users may set up the email settings fr the email accunt they wish t use fr sending the emails frm. Fr example, the Office Administratr may want t email newsletters r individuals; the Chir Directr may want t email the members f the chirs; and the Treasurer may want t send Dnatin Statements (pg 236), each can cnfigure their wn email accunt frm which t send messages. The infrmatin entered fr each user will be saved; it will nly need t be entered nce. On the Optins tab f the Send Email screen in any mdule, there is a drpdwn field fr the Email Setting. T add a new email address, yu will need t create a new email setting by clicking the Add buttn beside the field: - 262 -
Chapter 5 - Reprts/Exprt The Setup SMTP Email screen pens, which stres the settings that make it pssible fr yu t email peple ut f the database: Display name (Fr Email Settings: Internal t this prgram nly): The name entered in this bx is the name under which the settings yu make n this screen will be saved. This then allws yu t chse a Display Name fr the Email Settings bx n the Optins tab. Different grups within the Church can be set up with their wn Display Name fr different email addresses. An example might be Secretary s Mailings r Pastr. - 263 -
Chapter 5 - Reprts/Exprt Outging Mail Server (SMTP): Select an existing name frm the drpdwn bx, r if yu have nt yet set this up, click the Add buttn t pen the SMTP Server settings: Nte: The SMTP Hst, Prt, and SSL infrmatin must be valid fr yur email address prvider (e.g. gmail, verizn, sbcglbal, al, etc.), this infrmatin must be btained by cntacting the custmer supprt fr yur Internet Service Prvider r ISP (which is the cmpany that prvides yur internet cnnectin) and/r the cmpany hsting yur email address, r by searching the internet. Church Windws has n way f btaining this infrmatin fr yu. When the infrmatin has been entered n this screen, yu must click "Perfrm Cnnectin Test". If successful, yu shuld receive a message similar t this: - 264 -
Chapter 5 - Reprts/Exprt If the cnnectin test was successful, click OK. If the cnnectin test fails, the data entered is wrng. Verify that yu have entered the SMTP settings r cntact yur Internet Service Prvider (the cmpany that hsts yur email address) t btain the crrect settings. Frm Email Address: Select an existing email address frm the drpdwn bx. Or, click the Add buttn t enter yur (r yur rganizatin s) email address: This is the address yur email will be sent frm. Email Address: Enter the full email address including the @ and.cm r.rg part. Name r Organizatin Name: Enter the name yu want recipients t see when they receive yur emails. Username: This is the yur full email address including the @ and.cm r.rg part. - 265 -
Chapter 5 - Reprts/Exprt Passwrd: This is the passwrd yu already use t lg int yur Frm Email Address: Imprtant! Whenever yu change yur passwrd fr yur email address, yu MUST als change it here in these email settings in rder t cntinue using that address in Church Windws. Reply T Email Address (If different than Frm Email): (Optinal) Click the Add buttn t set up the email address peple will use t send a reply. If a recipient replies t yur emails by clicking reply, the email will be sent t this address instead f the address frm which yu are sending the email. Review the infrmatin t make sure that all the infrmatin yu intend t save is crrect. Then click the Send Test Email buttn. Type an email address that yu knw yu can immediately access. Click OK and a message will be sent t the email address yu specify. Check t see if yu received an email message with the subject TEST Email frm the Frm Email Address r frm the Reply t' Email Address (if used) address yu entered. After receiving the test email, click the OK buttn n the Setup SMTP Email screen t cmplete the email setup. - 266 -
Chapter 5 - Reprts/Exprt If yu get an errr message that yur test email failed, verify yur SMTP Settings by cntacting the custmer supprt fr yur Internet Service Prvider (ISP). Once yu have cmpleted the setup as described abve, please reference the tpic Send Email fr specific infrmatin n chsing recipients and cmpsing yur message. Additinal Reprt Optins All Reprts, Labels, and Statements (pg 185) prvide a different set f ptins that yu can use t adjust the reprt cntents and frmat. These ptins are lcated in the same screen frm which yu are running the reprt, separated int tabs at the tp left. Fr example: The purpse f the image abve is t indicate a visual example f tabs where yu can find additinal reprt ptins. Thugh the abve image nly pints ut nly sme f these tabs, each reprt has its wn set f tabs. Such tabs are als fund in the Dnatin Brwser Optins (pg 16) screen. Chse any f the fllwing tabs t apply additinal settings: Filter Tab The Dnatin Brwser Optins (pg 16), Dnatins Lg Reprt (pg 188), and the Giving Summary (pg 190) prvide yu with a tab f settings that yu can use s that the reprt r screen shws yu nly the infrmatin that yu seek. - 267 -
Chapter 5 - Reprts/Exprt Giver: The name f the Giver, Giver Number (if applicable), and type f Giver (individual r grup) Pledge: The name f the pledge accunt and the date range fr which the pledge is in effect. Accunt: The giving accunt and accmpanying ID. Check / Ref #: The specific check r reference number. User: The name f ne f yur Users wh enters Dnatins. Batch Cde: The name f the batch and a descriptin that identifies the cde. Include Batches with N Batch Cde: Place a check in this bx if yu want the reprt t include batches where a batch cde was nt recrded with the batch when riginally entered in the sftware. Giver # Range: Enter the starting and ending Giver numbers that yu want the reprt t shw. Date Occurred: The date n which the actual dnatin tk place. Date Psted: The date n which the dnatin was entered int the system. Transactin #: The number given by the sftware when the dnatin is entered. Amunt #: The dllar amunt recrded with the dnatin. Shw Reversed: Place a checkmark in the bx t display reversed dnatins n the reprt. Otherwise, reversed dnatins will nt shw n the reprt. Payment Methds: Keep checkmarks next t all f the payment methds yu want t be included. Giving / Pledging Tab - 268 -
Chapter 5 - Reprts/Exprt Every time yu print Reprts, Labels, and Statements (pg 185), yu can use the Giving / Pledging tab t further specify the pledge and/r giving requirements that Givers must meet in rder t have Labels (pg 222) r Dnatin Statements (pg 236) printed fr them. The specificatins that yu make will nly affect the reprts that yu print, and will nt affect the infrmatin riginally stred n the Manage Givers (pg 131) screen. Giving Include Chse the ptin that best describes the Giving infrmatin yu wish t see: All Click this ptin t have all kinds f Givers regardless f their giving included. Only thse with giving frm Enter a desired range f dnatin dllar amunts that yu wuld like t include. If the range has n maximum amunt, place a check in the N Upper Limit bx. Only thse wh gave Only thse wh did nt give AND / OR - 269 -
Chapter 5 - Reprts/Exprt Between the Giving Include and Pledging Include areas f the screen, use the AND / OR drpdwn bx t specify hw the criteria must be fulfilled: AND Use t search fr peple wh meet BOTH f the criteria, allwing less peple t be included. OR Use t search fr peple wh meet EITHER f the criteria, allwing mre peple t be included. Pledging Include Chse the ptin that best describes the infrmatin regarding Pledges (pg 98) that yu wish t see n yur reprt: All Givers Includes all Givers regardless f Pledging. Only thse with pledging frm Enter a desired range f pledge dllar amunts that yu wuld like t include. If the range has n maximum amunt, place a check in the N Upper Limit bx. Only thse wh pledged Only thse wh did nt pledge Thse wh:if applicable, place r remve a checkmark fr Have Met All Pledges and/r Have Nt Met All Pledges. With Pledge Type(s): Place a checkmark next t any r all frequencies f pledges yu want t include n the reprt. Other Optins At the tp right f the Giving / Pledging tab there are smetimes a few mre ptins: - 270 -
Chapter 5 - Reprts/Exprt Receives Statement (pg 155) specify if yu nly want t see thse wh d r nly thse wh d nt receive statements. (This is nt an ptin n Statements as Givers withut "Receives Statement" checked cannt be included) Giving as a Family r Giving Separately (pg 155) specify if yu nly want t see thse wh give alne r nly thse wh give as a family. Date Range select the time perid that yu want the reprt t present. Shw Giver ttals if yu want t see a ttal fr each Giver n the reprt. Summary nly if yu want t see nly the summary, instead f an accmpanying, individualized listing by Giver. Accunts tab The Pledge / Giving Analysis (pg 197), Giving Cmparisn (pg 206), Labels (pg 222), and the Dnatin Statements (pg 236) screens prvide yu with a tab called Accunts. Use the Accunts tab if yu want the items yu are printing t cntain infrmatin that pertains nly t certain giving accunts where mney had been given. Click t select an accunt frm the Available Accunts list n the left side f the Accunts tab. Click the right buttn and it will appear in the Selected Accunts list n the right side. T remve any accunt frm the Selected Accunts list, click it and then click the left buttn. - 271 -
Chapter 5 - Reprts/Exprt If n changes are made t the Accunts tab, the Selected Accunts list will read "All accunts will be selected ". Givers / Peple Tab The Pledge / Giving Analysis (pg 197) and the Giving Cmparisn (pg 206) reprt screens as well as varius ther screens prvide yu with a panel f adjustments that yu can use t determine the kind f Givers t include n yur reprts. Use the fllwing t chse Givers based n certain infrmatin that is currently being kept track f in The Peple File. Nte: When yu g t print Labels (pg 222), the Givers tab is referred t as the Peple tab, but cnsists f the same screen layut (see image belw). - 272 -
Chapter 5 - Reprts/Exprt Select a Membership Field Chse any field in The Individual Recrd r The Family Recrd t cmpile a search query limiting the peple wh will be included n the reprt. T include everyne, d nt make any selectins. The different Field Types will prvide different "peratr" chices, such as: OR - 273 -
Chapter 5 - Reprts/Exprt Once yu make yur Membership Field Selectin, t add it t the search criteria, click n the 'Add Selectin' buttn. It will add it t the criteria bx belw. Fr example, if yu want t add ages greater than 65 t the criteria, just use the Membership Field drpdwn t select Age like abve, then select the "greater than" peratr, and put 65 in the first bx. Then click n the buttn. It will add it and lk like this: Once yu have at least ne criteria added t yur selectin, yu can either cntinue selecting ther ptins fr the reprt with just ne criteria, r use the Membership Field drpdwn again t select additinal ptins. Befre yu can click n the OR buttn t the right f the buttn t add additinal criteria, yu must either click the AND r the buttn t specify hw yu want the selectins applied: - 274 -
Chapter 5 - Reprts/Exprt AND Use t search fr peple wh meet BOTH f the criteria, allwing less peple t be included. OR Use t search fr peple wh meet EITHER f the criteria, allwing mre peple t be included. Fr mre cmplex searches, yu can als add parentheses t select peple meeting either r bth f several different cmbinatins f criteria selectins. Then yu will be able t click n the buttn. S fr this example, Select age greater than 65 Then click the buttn Then select Grups / Classes and chse thse presently in the adult chir Then click "AND" Then click the buttn again, and it will lk like this: Include... If yu wish t Include Inactive Givers in the reprt, click the bx t place a checkmark. With a checkmark in the bx, the reprt will shw bth f the fllwing: Givers that have been marked as Inactive n the Manage Givers (pg 131) screen f the Dnatins Mdule. Givers that have been marked Inactive with an Inactive Reasn (frmerly Reasn fr Terminatin) n The Individual Recrd in the Membership Mdule. - 275 -
Chapter 5 - Reprts/Exprt If yu wish t include Visitrs r peple in ther Categries, click the bx t place a checkmark next t the desired Categry(ies). Place a checkmark in the bxes if yu wish t include Membership Grups, Dnatins Individual Givers (pg 144), and/r Dnatins Grups in yur reprt. The bxes yu check will include the items n the reprt regardless f what has been setup in the Membership criteria. Giver # If yu wuld like t include all Givers, regardless f whether the Giver has a giving number stred n recrd, make sure that a check mark is placed in bth Select Givers with # and Select Givers withut # bxes. Otherwise, place a check mark in nly ne f the tw bxes. Use the Giver # Range bxes t chse the range f Giver numbers fr the labels r statements yu want t print. If yu have saved a Giver # Range in the past and wuld like t reuse it, select it frm the Named Range bx. Yu can als add a new Named Range by clicking the Add buttn. Or, if yu n lnger need a Named Range that currently exists in the list, select it and click the buttn. At the very bttm yu can als chse any previusly Saved Selectins f reprt criteria yu have set up and saved in the past and/r save yur current selectins t use them again later by clicking the flppy-disk buttn. Srt / Grup & Srt Tab Use this tab t srt the results by up t three clumns (srt fields). Whether yu are viewing the Grup & Srt tab, r the Srt tab, use the fllwing ptins t change the rder f the cntents f yur list: - 276 -
Chapter 5 - Reprts/Exprt Srt Fields: Chse the name f the field(s) by which t srt the cntents f the reprt: The field chsen in Srt Field 1 will srt the entire list by that field first. Then, chse a field frm Srt Field 2 if yu want srt the list further within the rder chsen in Srt Field 1. T srt the list in an additinal rder within the rder chsen in Srt Field 2, chse a field frm Srt Field 3. Fr example, yu culd chse Zip Cde fr Srt Field 1, then within each Zip Cde yu culd make Srt Field 2Status Cde, then within each Status Cde gruping yu culd srt by Name fr Srt Field 3. Ascending & Descending: Chse the rder in which yu want the cntents t be srted: Ascending lwest t highest / alphabetical Descending highest t lwest / reverse alphabetical The fllwing chices appear nly n the Grup & Srt tab, place a checkmark in the bx t select that ptin: - 277 -
Chapter 5 - Reprts/Exprt Grup by Field Grup the cntents f the reprt by the item selected in that srt field. Shw Separatr Line n Reprt Shw a shrt hrizntal line in between each gruping f infrmatin. Ttals Only Shw nly a ttal t represent the dnatins gruped by the selected srt field. Click the Reset Srt buttn t change the selectins back t their riginal state. Clumns Tab The Clumn Selectr r Clumns Tab allws yu t decide which clumns will be visible n the reprt and which will nt be visible. On the left hand side Available Clumns are the clumns that are nt shwing but are available t be shwn if desired. On the right side Visible Clumns are the clumns that are currently selected t be shwn: - 278 -
Chapter 5 - Reprts/Exprt If needed, t brwse the Available Clumns, click the t expand a grup f fields r use the "Type t Search" drpdwn bx t chse a clumn. Yu can either highlight the clumn and use the left and right arrw buttns t bring it back and frth, r duble click n it t mve it t the ppsite side f the screen. Use the up and dwn arrw buttns t rearrange the rder f the clumns. Underneath the Visible Clumns n the right is a space fr the "Reprt Clumn Header". Yu can edit this text t label that field differently n yur printed / exprted reprt withut changing the actual clumn name in the database. Fr example, yu culd remve "(current as f tday)" frm the Address field's Reprt Clumn Header, as it wuld likely be unnecessary t include n the reprt. Each clumn is set t print at a certain clumn width autmatically. Yu can als change the width f the clumns that shw n the reprt. Raise r lwer the number in the Width* clumn accrding t yur preference. Click OK when yu are satisfied with yur clumn selectins. - 279 -
Chapter 5 - Reprts/Exprt Yu can click n the 'Select Fields' buttn t the right f the reprt name drpdwn list t repen the Clumn Selectr and make additinal changes later. Fnts Tab Change the size and style f the fnt that prints n the reprt by clicking the Fnts tab, chsing the Page Header, Clumn Headings, and/r Bdy Text settings, and applying yur selectins. Chse the setting fr the item yu wish t change, and anther screen will appear fr yu t change the fnt. - 280 -
Chapter 5 - Reprts/Exprt Change t the desired fnt settings and click OK. When yu click OK, a sample set f text will shw yu hw the reprt text will print due t the selectins yu made. Click Reset t Default t change all fnts t their riginal settings. Additinal/Reprt Optins Tab Many reprts will ffer the ptin f including a letter in brackets after the names f peple n the reprt t indicate their assigned Categry (e.g. [V] fr Visitr, [D] fr Dnr, etc.): - 281 -
Chapter 6 Chapter 6 - Special Functins Special Functins Here yu can change Users' Dnatins Settings (pg 282) t meet each user's individual needs, Link Dnatins t Accunting (pg 286) t Accunting fr transfer, and setup and utilize the CASS Certificatin and NCOA Prcessing. Dnatins Settings Use the Settings screen t set the starting mnth n which yur Church begins accepting dnatins fr the year. Yu can als set the day that yur Church mst cmmnly cllects dnatins frm its Givers, as well as the mst cmmn frm f payment in which dnatins are made. T access the Settings screen: 1. Click Special Functins in the Buttn Bar at the tp f the screen 2. Click the Settings buttn frm the ptins that appear underneath. - 282 -
Chapter 6 - Special Functins Make yur selectins frm any r all ptins described belw. When finished click the Save buttn, r click Cancel t discard yur changes. Settings tab All User Settings These setting selectins n the right side f the screen affect the whle prgram. Yur default date range is... The Start Mnth sets the beginning and end f the Dnatins Year. Click the drpdwn buttn and select the starting mnth in which yur Church begins its Dnatins year and the default date range will adjust accrdingly t shw yu when the year ends. - 283 -
Chapter 6 - Special Functins Default Payment Methd Click the drpdwn buttn and chse the methd f payment that yu see as being mst likely t be dnated by a Giver t yur Church. The payment methd chsen here will appear autmatically n the Enter Dnatins (pg 30) screen. Standard Psting Day Chse the day that yur Church is mst likely t accept dnatins frm the Givers. By chsing a day here, yu enable a message t warn yu in the case where a dnatin is being psted n a day ther than what is selected here n the Settings screen. Yu can change this date at any time. Click the clear buttn t empty the field, r chse the drpdwn buttn and chse a day f the week. Weekday fr Weekly Pledges Select the day n which the pledging begins fr the week. Nte: If yu find that weekly pledges are shwing 53 weeks instead f 52, change this t a different day. This usually ccurs the year after a leap year. Shw Giver Middle Name Place a checkmark in this bx if yu want t shw the middle name fr the Giver n screens and reprts. Mass Assign Default Email Field (frm Membership Mdule)* The ptins in this drpdwn bx are based n the names f the email fields already set up in the Membership Mdule. If yu wuld like t use a specific email field t Email Dnatins Statements (pg 242), chse that field frm this bx. Then chse between having this setting applied t all Givers, r just the nes that have nly Givers with n email selected. In rder fr this t wrk, yu must Setup Email (pg 262) first. *Als editable n the 'Cntacts' tab in 'Manage Givers (pg 131)' User Settings These settings n the right side f the screen are unique t each f the Users in yur database Always cnfirm and ask me abut printing after psting dnatins Check this bx if yu want Church Windws t autmatically give yu the ptin t print a reprt after yur make a psting. - 284 -
Chapter 6 - Special Functins Shw Dashbard when Dnatins starts Check this bx if yu wuld like the Dnatins Dashbard (pg 290) t pen as sn as yu pen the Mdule. If yu are unable t see certain windws r need t repsitin windws t view them mre easily, click the buttn t Reset all screens t default sizes and lcatins. Relabel Fields tab Place a Custm Label next t the Default Label fr any label in the list that yu wuld like t change t smething ther than what shws as the default. - 285 -
Chapter 6 - Special Functins Fr example, yu may prefer t refer t Giver numbers as Envelpe numbers. This is where yu wuld make that change s that thrughut the prgram it says Envelpe # instead f Giver #. Link Dnatins t Accunting A successful transfer frm Dnatins t Accunting cnsists f tw parts. First, yu must pst and transfer a batch using Enter Dnatins (pg 30). Then, yu must use the Transfer Dnatins t Accunting (pg 66) feature t successfully cmplete the transfer t Accunting. The Link Dnatins buttn is fund under the Special Functins menu f either Dnatins r Accunting. It pens t the Transfer Dnatins t Accunting (pg 66) screen where yu can link the Giving Accunts f the Dnatins Mdule t yur Chart f Accunts in the Accunting Mdule: - 286 -
Chapter 6 - Special Functins When the screen appears, use the fllwing clumns n the Default Accunt Links tab t make the necessary adjustments: Giving Accunt Cntains the accunt name and number as they are listed in Dnatins. Debit Accunt Fr each Giving Accunt, click this bx t select the desired Debit Accunt in Accunting. Credit Accunt Fr each Giving Accunt, click this bx t select the desired Credit Accunt in Accunting. Prepaid Credit Accunt As an additinal ptin fr any giving accunt yu desire t link, yu can als link t a Liability Accunt in Accunting that will serve as a prepaid credit accunt when a transfer is made frm Dnatins t Accunting. Nte: If yu wuld like t link accunts in a different Accunting Year, select the desired year frm the Accunting Year bx at the tp f the screen. Print Accunt Links T print r exprt a reprt that shws the current settings f the links, click the Print Accunt Links buttn. When the Accunt Links Reprt Optins screen appears, make yur selectins frm the fllwing tabs: - 287 -
Chapter 6 - Special Functins Clumns Tab Determines the rder and the appearance f the clumns displayed. Srt (r Grup & Srt) Tab Organizes the infrmatin int the desired rder (and grupings). Fnts Tab Sets the style and size f the typeface used t display the cntents f the reprt. Once yu have made all f yur selectins, click Print t view a Print Preview and then prceed in sending the file t yur printer. Yu can als Exprt mst reprts and/r Send via Email as a file t be used utside f Church Windws. Create a CASS/NCOA file If yu are ging t be Printing Labels with Barcdes, yu need t send yur data fr CASS Certificatin and NCOA Prcessing. The pstal service will certify yur addresses ne time fr free, every time after that yu need t pay fr the service. Imprtant! T create a file t have yur addresses certified, yu (and any ther Users) may nt have The Peple File pen. Frm The Initial Prtal f Church Windws chse either Membership r Dnatins Select Special Functins frm the tp Buttn Bar Click NCOA - 288 -
Chapter 6 - Special Functins Chse Create CASS/NCOA file: At the tp f the screen, place a checkmark next t the kind(s) f infrmatin yu wish t exprt. Place a checkmark next t the item in the Exprt clumn fr each line f infrmatin yu wish t exprt. Click Check All r Uncheck All t d s in the list f items. Click the Exprt buttn. When the Exprt t File screen appears, click the ellipses buttn. Chse the lcatin yu wish t exprt yur file. Yu can save the file t a flder n yur cmputer and email it. Alternately, use remvable media (e.g. flppy disk, flash drive). Press the Save buttn. The bx next t the ellipses buttn will shw yu the path and name f the file. (By default, the file will be called uspscnv.csv) The file will be saved as a "Cmma Separated Value" (CSV) file. Click OK and a message will tell yu where the file was created and if yu wuld like t pen the flder where the file resides. - 289 -
Chapter 6 - Special Functins If yu are emailing Lrtn yur file, just fllw their instructins t send them yur uspscnv file. Otherwise, transfer the file t a newly created media and label it per the instructins n the Lrtn frm (usually Input), and take anther blank media disk and label it "utput " per the instructins. Be sure t put yur Church name, address and phne number n each piece f media. Cmplete the frms per the enclsed samples. Enclse the cmpleted Lrtn frms. Nte: Remember that after yu send yur data away fr prcessing, any name r address changes that yu make befre yu get yur data back will be lst when yu restre the utput int Church Windws. Please refrain frm making name and address changes until after yu Imprt yur Output frm Lrtn (pg 290) r the USPS. Imprt yur Output frm Lrtn First, always back up yur current data befre imprting any data frm Lrtn. Mistakes can happen and yur data is t valuable t be damaged by a faulty disk/file. After Making a Backup, then pen the prgram s that yu are at The Initial Prtal. T run the imprt rutine, yu may nt have The Peple File pen. Frm The Initial Prtal f Church Windws chse either Membership r Dnatins Select Special Functins frm the tp Buttn Bar Click NCOA Chse Imprt CASS/NCOA file Click the Select File buttn and lcate the file (mst likely in yur dwnlads flder if yu cannt find it). When yu lcate it, click the file and click the Open buttn. Click Imprt t cmplete the installatin f yur utput frm Lrtn. Dnatins Dashbard Six types f graphs are available t view and/r print a visual cmparisn f varius infrmatin abut the Pledges (pg 98) and Dnatins recrded in yur database. The available graphs are: Campaign Thermmeter, Pledge / Giving Thermmeter, Giving Accunts Distributin, Steps Graph, Attendance vs Giving, and Accunt Weekly Balance - 290 -
Chapter 6 - Special Functins T access the Dnatins Dashbard screen: 1. Frm The Initial Prtal f Church Windws chse Dnatins 2. Then, frm the Quick Access Buttns in the center f the screen, chse Dnatins Dashbard 3. Or, in the Buttn Bar at the tp f the screen chse Special Functins and then click Dnatins Dashbard: - 291 -
Chapter 6 - Special Functins 4. The Dashbard will lk like this: Acrss the tp f the Dashbard windw is a tlbar with several buttns: - 292 -
Chapter 6 - Special Functins On / Off switches fr each f the graphs: If yu can't see all f the graph switches, there will be a small dwn arrw buttn t the right that yu can click t reveal the rest f the switches: - 293 -
Chapter 6 - Special Functins Clrs A drpdwn menu t select the clr scheme applied t the graphs: Reset t Default Layut Used t return the dashbard t its riginal setup after making ne f the graphs full screen r turning sme f the graphs ff. - 294 -
Chapter 6 - Special Functins In the tp right crner f each graph are tw buttns: Maximize which will make that graph full screen. Or Minimize which will return the graph t its riginal size alngside the ther graphs. click Print t view a Print Preview and then prceed in sending the graph t yur printer. A windw will pen allwing yu t change the fnt and the page rientatin, if desired: Yu can als Exprt graphs and/r Send via Email as a file t be pened utside f Church Windws. Campaign Thermmeter This graph allws yur t chse a Campaign and enter a Gal fr hw much yu hpe t raise in Pledges (pg 98) and then cmpare hw clse yu are t that gal: - 295 -
Chapter 6 - Special Functins Pledge / Giving Thermmeter This graph allws yu t cmpare hw much yu have received in dnatins twards yu Campaign Pledges (pg 100): - 296 -
Chapter 6 - Special Functins Giving Accunt Distributin This pie graph shws the Giving Distributin (pg 47) f hw much is dnated t each accunt in the selected date range: Steps Graph This graph is essentially a visual versin f the Step Reprt (pg 208). First, select a date range. Then chse between Pledges r Giving: - 297 -
Chapter 6 - Special Functins Click t View/Edit Steps if needed: - 298 -