Quick Tips










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QUICK TIPS for Supporter Donation System
 Reports

The reports section has Supporters lists, Pledges, Payments, In-kinds and Miscellaneous reports.

  • Each of the reports has a 'prep form' which allows you to make a variety of choices for each report.

  • All reports have Report Header choices which include Show Logo in the top left or right corner, Show Organization Name, Report Title and Report Sub-title.

  • Each report has numerous other choices such as Sort by fields, choosing what parts to show on the report, date ranges, dollar ranges and much more.

  • All reports allow you to choose All Supporters or Use a Saved Query or Open the SSE (Supporter Selection Engine) to build a query for the report.

  • Most of the reports can be exported to Excel easily.  There may be several sort and ID columns that you may want to removed after the export.

Supporters Tab

  • The Supporters' reports can be anything from just a name list to a supporter's profile. 

  • The Supporter Address/Phone/Email list allows you to print all or non of the addresses, phone or emails.

  • There is Status, Gender and Date of Birth lists.

  • Envelopes and mailing labels can be setup and printed.

  • There is Occupation, Job Title and Industry lists.

  • The Names/Roles list will show all the roles that each supporter plays in the program.

  • The Supporter Profile report allows you to choose what parts of the profile to print.

  • There is also a Classification and Solicitor list.

  • The Special Dates report can be pulled for birthdays or anniversaries.

Pledges Tab
The Pledges reports include detail and summary reports, giving levels, daily reports, outstanding pledges, pledge comparisons and more.

  • The Pledge Detail report has sorting and optional fields to show choices.  You can also show all information about a supporter or only a specific part of their record.

  • The Giving Levels allows you to setup your own giving levels with high and low ranges.

  • The End of Year Pledge Summary is a great tax time tool for your supporters. 

  • The Pledge Comparison will look at pledges over a 5 year period.

  • The Statement of Activity will show all pledge and payment activity within the dates specified.

  • The Account Statements will give you many options as what to show on a statement to your donors.

Payments Tab
The Payments reports include detail and summary reports, notices and comparisons.

  • The Daily Payment Detail allows you to balance your daily reports. 

  • The Scheduled Payment Summary shows you what you can expect in the way of payments over a period of time.

  • The Scheduled Payment Notice is a notice that you can send to donors for outstanding payments.

  • The Payment Comparison report will look at payments over a 5 year period.

  • The Annual Payment Summary report will show you payments on a month to month basis.

In-Kind/Auction Tab
The In-Kind/Auction reports includes listing of in-kind donations, detailed items for sale, auction display sheets and bid sheets. 

Miscellaneous

  • The Attendance List is information on the people who are setup to attend one of your meetings.

  • The Endowments report will list all of the endowment information available.

  • The Meeting report will print all or any chosen part of a meeting.

  • The Vendor report prints all or any chosen part of a vendors information.

  • The Solicitations To Be Made allows you to setup a solicitation such as a mailing or callout to a large group of supporters based on the criteria chosen on the SSE and record it in each of their records all at one time and also print envelopes and mailing labels.

Example 1
At the end of the year, you need a list of all donors who have pledged in 2006 to print in your Annual Report.  This is the Giving Levels Report on the Pledges tab.

  1. Click on reports.

  2. Click on the Pledges tab.

  3. Click on the Giving Levels button.

  4. Fill in the Giving Level Names, minimum/but less than amounts for each level i.e. Gold: Minimum-$5,000.00 and But less than- $20,000.00

  5. Choose the date range between 01-01-06 and 12-31-06 in the Include All Pledges box in the top right.

  6. Choose whether or not to the the Supporters Pledge Totals on the report.  (Do you wish to disclose how much everyone gave?)

  7. Choose whether or not to show In-Kind Donations.

  8. Preview, Print, or Export to Excel the report. 

Example 2
Mailing labels for all Active supporters who gave over $100.00 to the Golf Tournament in 2006 or live in 5 specific ZIP codes.

  1. Click on the Supporters tab.

  2. Click on the Mailing Labels button.

  3. Choose mailing label size and choose the Sort-By fields.

  4. Click on the open SSE button.

  5. In the first yellow dropdown, choose "Campaign Contributed to"

  6. On the right, click the "Sel" checkmark to the right of the appeal named Golf Tournament 2006

  7. In the very left dropdown choose AND

  8. In the second yellow dropdown, choose "Pledge"

  9. On the right, choose "Have Pledged" and choose "Total of Pledges" and "Select Dates" between 01-01-06 and 12-31-06 and "Select Amount" between $100 and $1,000,000.00 or so.

  10. In the second very left dropdown, choose "OR"

  11. In the third yellow dropdown, choose "Primary ZIP"

  12. On the right, choose "Select a ZIP code or ZIP codes below" and choose your 5 ZIP codes.

  13. Click on the "Count" button to see how many supporters you have.  Click OK after the count.

  14. If you want to save the query, then click on "Save As" and save it in a central location with a specific name so you will remember what it is when you return for it.

  15. Click on Continue to get back to the Mailing Labels prep form.

  16. Preview or Print your labels. 

Example 3
List all people with address and phone who gave last year who have not yet given this year so you can solicit them specifically and create mailing labels.

  1. In Reports, choose the Supporter Address/Phone/Email list.

  2. Click the Open SSE button on the top right.

  3. In the First yellow dropdown, choose "Pledge".

  4. On the right, choose "Have Pledged" and choose "Total of Pledges" and "Select Dates" between 01-01-06 and 12-31-06 and "Select Amount" between $1.00 and $1,000,000.00

  5. Click "Count"- this is the number of supporters who gave in 2005.  Click OK.

  6. In the very left dropdown, choose "AND"

  7. In the second yellow dropdown, choose "Pledge"

  8. On the right, choose "Have Not Pledged" and "Select Dates" between 01-01-07 and 12-31-07.

  9. Click "Count"- this is the number of supporters who gave in 2005 and have not given in 2006.  Click OK.

  10. Click the "Save As" button and save the Query as "Gave 2006 not 2007"

  11. Click the "Save" button.

  12. Click on the "Continue" button.

  13. On the Supporter Address/Phone/Email List prep screen.  The number of supporters from your Count in step #9 will show in blue in the top left corner.

  14. Fill in a Report SubTitle if needed.

  15. Choose Sort-By Fields and Order

  16. Choose Primary Addresses Only in the Addresses selection box.

  17. Choose Primary Phones Only in the Phones selection box.

  18. Choose No Email Addresses in the Email Addresses selection box unless you want to see emails.

  19. Click on Preview, Print, or Export to review your supporters list.

  20. To create the Mailing Labels, chose the Supporters Address/Phone/Email List prep screen.

  21. On the Supporters tab of Reports, click on the Mailing Labels button.

  22. On the Mailing Labels prep screen, the same number of supporters from your Count in step #9 will show in blue in the top left corner.

  23. If it does not, then click on the "Use Saved Query" button, go to your saved queries folder and open the "Gave 2006 not 2007" Query.

  24. Choose the Mailing Label size and the Sort-By Field(s)

  25. Preview or Print your labels.

Example 4
Print mailing labels for all Board Members, Media and Golfers

  1. Click on the Supporters tab.

  2. Click on the Mailing Labels button.

  3. Choose Mailing Label size and choose the Sort-By fields.

  4. Click on the open SSE button.

  5. In the first yellow dropdown, choose "Classification".

  6. On the right, click the "Sel" checkmark to the right of the Board Members, Media and Golfers classifications.

  7. Click on Continue.

  8. Preview or Print your labels.

Example 5
Review all pledges for all supporters for the past five years.

  1. Click on the Pledges tab in reports.

  2. Click on the Pledge Comparison button in the center of the screen.

  3. Fill in a Report Sub-Title if needed.

  4. Choose Show Pledge Amount Range and Criteria Selections in Header.

  5. Choose a Sort-By Field.

  6. Choose Pledge Amounts.

  7. The dates will are preset and can be changed to meet your needs.

  8. Click on Preview or Print.

 

Vision Computer Programming Services, Inc.
685 Main Street, Suite C
Safety Harbor, FL 34695
(888) 425-6964
Email: email@visioncps.com 
Web Page: www.visioncps.com

Contents Copyright ©2010 Vision Computer Programming Services, Inc.