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QUICK TIPS
for Supporter Donation System
Supporters
The new supporters
screen has a variety of information and tasks that can be
performed, which will be described below.
A supporter is
associated with a role. A role is the method the Supporter
Donation System uses to describe a person's relationship with your
organization.
EXAMPLE:
a. Nicole Dommer is a 'Direct Supporter' if she writes
you a personal check.
b. Nicole Dommer is an 'Employee of' Vision Computer
Programming Services if Vision writes you a check.
c. Nicole Dommer is a 'Spouse of' Michael Dommer if
Michael writes you a check.
NOTE: Nicole can be all three roles in the system.
GENERAL TAB
The General tab contains basic information about the
Supporter including name, business name, spouse information,
status, gender, date of birth, address, phone and email.
ADD SUPPORTER BUTTON
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Click on the Add Supporter Button.
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Fill in the Individual or Business name.
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Choose the supporter's role as Direct Supporter or in a Role as
from the dropdown.
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The program will automatically check for duplicate people in the
program based on matching last name and first initial.
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If there is no match, then click Continue and fill in the address,
email, phone and choose a solicitor if there is one at this time.
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You must also choose whether this supporter will be in the
Individual Classification or Business Classification.
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Click on the Save button.
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On the main Supporters screen, fill in any other information for
this supporter such as partner name, gender, birth date,
additional addresses, phone, faxes and emails.
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Addresses can change during a year- some people have a home in the
north for the summer and a home in the south for the winter.
a. The first address in the north is current as of
April 15 each year- when you add the first address, check the box
"Is Primary Address" and put the date it becomes primary on and
check the Recurs Annually checkbox.
b. The additional address in the south will be current
as of October 15 each year- when you add the second address, do
NOT check the box "Is Primary Address", put the date it becomes
primary on and check the Recurs Annually checkbox.
c. Each year on those dates, the Primary address will
change automatically to reflect the address appropriate for the
date range based on your computer clock.
ADD ROLE BUTTON
All supporters are associated with a Role in the new
Supporter Donation System. Each supporter could play
multiple roles. Some roles include Direct Supporter, Spouse
of, Employee of, and so on. All addresses, emails, and
phones are also associated with the supporter's role. So
Nicole as 'Employee of' Vision might have a different address and
email as Nicole as 'Direct Supporter'.
DELETE SUPPORTERS AND ROLES BUTTONS
This option is available but not recommended,
especially if there are any pledge and payment records associated
with the person or the role. There is a Supporter Status
field in which you can make those supporters In-Active and your
reports can be chosen by Active supporters.
QUICK LETTER BUTTON
Quick Letters can be written to supporters thanking
them for payments on pledges given.
PRINT PROFILE BUTTON
The Profile button will print a complete profile or
give you the option to choose what parts of a profile you want to
print for a chosen supporter.
JUMP TO BUTTON
The Jump To button in the top right corner is used to
jump to supporters that are connected to each other. Use the
example above with Nicole Dommer. If you opened the
supporter's screen to her record as a 'Direct Supporter' and
wanted to view her record as 'Employee of' Vision Computer
Programming Services, you could click on the Jump To and see her
role of 'Employee of' Vision and jump to it. Note the
address or phone may be different and her pledge records may be
different.
RECORD NAVIGATOR
The Record Navigator on the bottom right corner allows you to
scroll through your supporters by last name, first name, or search
sequence (criteria on the Supporter Search Screen).
NAMES TAB
The Names tab includes information regarding: Status (active,
in-active, etc.), Occupation, Industry, Job Title, Employer (used
to indicate where an individual supporter works. NOTE: If this is
a new business, the business will then be entered into SDS as a
supporter.), and Source (where this supporter came from).
It also includes Names options for Display and Addressing.
These names are for displaying on reports and addressing on
letters and envelopes.
Please contact our office for additional assistance with this area
of the program.
You can also assign a solicitor to your supporters.
CLASSIFICATIONS TABS
The Classifications section is used to classify or group your
supporters together. Supporters can be a part of as man
classifications as needed. If a supporter is part of 5
different classifications and you choose those 5 classifications
for a report, the person will only show on the report 1 time.
Double click on an Available Classification on the right to
include a supporter in that classification or on the left to
exclude them. You can also add a new Classification while
adding Supporters if needed by using the Add Classification button
on the bottom of the screen.
COMMENTS TABS
The Comments tab can be used to track any type of information
about your supporters needed.
CUSTOM FIELDS TAB
Custom Fields are created in the Organization Information for the
entire database and the data is then entered here for the
supporters. Please contact Vision to discuss custom fields
as we can usually fit a field into a classification or other area
of the program.
PLEDGES TAB
The Pledges tab shows you all the pledges and payments associated
with each pledge. You can add new pledges, delete pledges
and accept payments in the Pledges screen. More instructions
are available on the Pledges screen. Each Pledge line on the
left will show the corresponding payments on the right.
Double click on a pledge to display all the information about that
pledge. You can edit any part of the pledge on this screen.
PAYMENTS TAB
The Payments tab shows you all the payments and the distribution
of payments against each pledge. You can add new payments
and delete payments from this tab. Click on a Payment line
on the left to display the corresponding pledges on the right.
Right click on any of the columns to sort ascending or descending.
Double click on a payment to display all the information about
that payment. You can edit the payment date and method of payment
or delete and re-enter the payment.
IN-KIND DONATIONS
The In-Kind Donations tab shows you the Sub-Appeal that the
in-kind donation was given to. In order to view more
information about the In-Kind donation simply double click on any
part of the specific in-kind donation you are interested in.
More instructions are available on the In-Kind Donations screen.
SPECIAL DATES TAB
In the Special Dates tab, you can fill in birthdays,
anniversaries, or any other significant dates that you need.
There is a report in the reports section, Supporters tab named
Special Dates Report.
ENDOWMENT TAB
In the Endowments tab, you can keep track of
any endowments or planned giving items for a supporter.
There is a report available in the reports sections, Miscellaneous
Reports tab.
SOLICITATIONS TAB
In the Solicitations tab, you can keep track of solicitations that
your solicitors perform. Fill in the date, time,
solicitation type, solicitor, Camp/Appeal/Sub-Appeal and comment.
The Solicitation Types are added in the Organization Information
area of the program. The Solicitors are supporters that are
in the Solicitor Classification. Camp/Appeal/Sub-Appeals are
added from the main menu of the program. Comments can be
anything you like. Double click on a line to view then push
the delete key on your keyboard. There is a report in the
reports section on the Miscellaneous Reports tab that will print
this information.
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.
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