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Donation Manual

1. We have a few areas highlighted on this screen Go To this is a drop down of other contacts so you can easily jump from one contact to another by just selecting the contact you want to jump to typing into a drop down box will help you quickly find the item if the list is long Save and New will save the current record and start a new record Save and Close will save the current record and close the record going back to the list screen Tabs many screens use tabs to help show more information than can fit on one screen Certain tabs might show related records in a list such as Activities opportunities Donations and Pledges on this screen Other tabs might show other information Donation Manual 17 Buttons with Pencil image There are two types of these buttons a pencil by itself such as above for Status will allow you to edit the drop down choices a pencil with a sign such as above for Company will allow you to create a new record Example you are adding a new contact and you want to add a new company so you can link that contact with the newly entered company Example you are entering a new donation and you need to also enter the new contact that gave the donation Close X button you can always close a record by clicking on the close button Changes will still be saved as long as you have at least the required fields for creating a new record Donation Manual 18 Contact Management
2. Contact Donation Summary FE Contact Smith Steve Goto il Save and New Save and Close Report E mail Letter Add to Mailing List General Misc Activities Opportunities Donations Pledges Donation Summary Correspondence Notes Relationships Donation Summary Pledge Summary 4 350 collected 13 Donations Total Pledged 500 First Donation on 10 04 2006 Donations to fulfill pledges 500 Last Donation on 01 15 2011 ALL Pledges have been satisfied Smallest Donation Amount 100 Largest Donation Amount 600 Donation Summary Graph Last 10 Years Donation Summary Detail Last 10 Years 4 Year Total Donations Boos 300 2007 1 050 2008 900 2009 1 400 2010 600 2011 100 Record M 1of6 M KNoFilter Search Summarizes the donations and pledges made by this contact Donation Manual 24 Contact Correspondence Tab sj Contact BE Contact Smith Steve Goto Save and New Save and Close Report E mail Letter Add to Mailing List General Misc Activities Opportunities Donations Pledges Donation Summary Correspondence Notes Relationships Open Letter or Em Type Template Date Time vl Status Details Open Letter Contact Contact Letter Sample doc 12 17 2009 3 51 00 PM Open Letter Contact Contact Letter Sample doc 12 17 2009 3 48 00 PM Open Letter Donation Donation Acknowledgement 12 3 200
3. Open Remove Donation Amount Donation Type Fund r Contact za _ Open Remove 4 4 200 500 00 dual Contributions Building Smith Steve Remove 7 3 2007 250 00 dual Contributions Building Smith Steve Remove 11 20 2007 300 00 Pledge Payment Building Smith Steve Remove 2 7 2008 400 00 rate Contributions Building Smith Steve Remove 5 16 2008 200 00 Pledge Payment General Smith Steve Remove 9 10 2008 300 00 General Smith Steve Remove 1 8 2009 300 00 General Smith Steve Remove 4 2 2009 300 00 dual Contributions General Smith Steve Remove 7 16 2009 300 00 General Shah Parul Remove 11 17 2009 300 00 Building Smith Steve Remove 12 8 2009 250 00 dual Contributions General Pearson Simon Remove 1 13 2010 300 00 dual Contributions Building Reese Leslie a 2009 dI ANN AN rata FCantrihitinne Ruildino Mloan Mark Record 4 10f45 gt K No Filter Search 4 mn gt Number Of Donations 45 Total Donation Amount 29 650 00 Help on Batches Once you have entered all donations for the batch you will see the donations all listed on the bottom half of the screen you can now do the following click Open on any individual donation to open it for viewing modifications click Remove on any individual donation to remove it from the batch Note this does not delete the donation it just removes it s association with this current batch click Batch Settings to adjust the defaults used by
4. Technical Los Angelos chnical sa Text Filters gt Equals vannah nsultant Pittsburgh Select All A Daes ice na ling Pittsburgh ey Begins With rd Member ustin E Pittsburgh a Does Not Begin With ling Houstan Duvall J Contains her Tampa Everett Does Not Contain er Austin Everret Ends With ling Houstan Pittsburgh ae Does Not End With ling Monroe m za ling Newport Hill Active Donor Other Everret Lox Active Donor Technical Newport Hill Active Donor Volunteer Everett Active Donor Billing Everett Active Donor Other Everett Active Donor Technical Everett Active Donor Billing On every List screen every column has a little arrow on the right hand side and if you click on that arrow it gives you the options to sort or filter the list based on data in this column In this example we selected a text field City It has options to sort ascending or descending It has options to check individual cities only shown if the discrete choices are not too many It has text filtering options Equals does not equal begins with etc These options allow for all different types of filtering for easy finding of the data that you want Donation Manual 79 Numeric Field Filter r Contact kl g Fund Andrews Mark g Fund Smith Steve g Fund Salakas Sheryl 5 Mark Number Filters gt Equals Select All Does Not Equal Blanks Le
5. fa Help on Quickbook integration Building Smith Steve d Building Smith Steve 300 00 Pledge Payment Building Smith Steve 2 7 2008 400 00 rate Contributions Building Smith Steve 5 16 2008 200 00 Pledge Payment General Smith Steve 9 10 2008 300 00 General Smith Steve 1 8 2009 300 00 General Smith Steve 4 2 2009 300 00 dual Contributions General Smith Steve 7 16 2009 300 00 General Shah Parul 11 17 2009 300 00 Building Smith Steve 12 8 2009 250 00 dual Contributions General Pearson Simon 1 13 2010 300 00 dual Contributions Building Reese Leslie a anna GI ANN NN rata Cantrihutinne Ruildina nN laar Mark te ten 4 mm gt Number Of Donations 45 Total Donation Amount 29 650 00 Help on Batches 4 PREEEEERERRER D In In In m 5 3 l3 IS Is II iS Is 13 3 iS 3 Record 4 10f45 You have the ability to export a batch of donations to Quickbooks by clicking on Export Batch to Excel or Quickbooks and choosing Export Batch to QuickBooks iif After pressing OK and supplying your filename an iif file will be created The iif file can easily be imported into Quickbooks by selecting File Utilities Import IIF Files and choosing this newly created file We recommend you test out importing into Quikcbooks with a small batch of a few donations After the file has been imported into Quickbooks you ll be able to see any new contacts in the Quickbooks customers page All the donations
6. DM H WK NoFilter Search 4 ni Played a role and or have soft credits for these donation s 4 DonationDate DonationAmount Contact Who Gave Role Soft Credit Amouni 12 8 2009 i Pearson Simon Soft Credit 250 00 1 13 2010 i Reese Leslie Influencer 12 9 2009 O leary Mark Solicitator lt hah Dar l Nthor N pen Open Open Open Open Open Open Open Open Open Open Open Open General Smith Stave EER 3 Record 4 4 1of5 b KK No Filter Show related donation you can open an existing donation or create a new donation for this contact Sorting and filtering also available on this list A second list shows soft credits or examples of where this contact was not the primary contact who gave the donation but played a role in helping to get the donation Donation Manual 23 Contact Pledges Tab Ea Contact x FE Contact Smith Steve Goto Save and New Save and Close Report E mail Letter Add to Mailing List General Misc Activities Opportunities Donations Pledges Donation Summary Correspondence Notes Open r Pledge Date Pledge Amount Status Campaign Event Contact Employ Open 12 15 2009 500 00 Complete Campaign to Savt Smith Steve New Smith Steve Show related pledges you can open an existing pledge or create a new pledge for this contact Sorting and filtering also available on this list
7. Donation Manual 19 Contact Screen Contact General Tab BE Go to ssl Save and New Save and Close Contact Smith Steve Report E mail Letter Add to Mailing List General Misc Category individual x 2 Prefix First Name Last Name Suffix Company ni Software x Po Addresses double click to edit Address Type Address Home Address Business Address Phone Numbers double click to edit Phone Number 942 765 1234 Phone Type Home Phone E mail Addresses double click to edit E mail Address steve smith yahoo com E mail Type Business e mail 123 Main Street Ocala FL 15436 318 Moosehead Drive Pittsburgh PA 15126 No Add New Address Primary Yes Add New Phone Number Primary Yes Add New E mail Address Primary Yes Activities Opportunities Donations Pledges Donation Summary Correspondence Notes Classification Relationships Donor Level Status Type Founder Active Donor Board Member ISS Employee Source Employee Source Stevens John Contacted us Isls Next Steps Next Step Next Step Date Is 1 Cultivate to Introduce Al 2 4 2011 Groups Select Groups Friends Board Member The General Tab contains some of the most common information collected from one of your donors or contacts A contact could be a person a household family
8. Example 2 You click the email button from the contact detail screen to create an email for that specific contact Donation Manual 68 2 Donation Related Emails Donation related emails can only be created from the donation detail screen by clicking on the email button 3 Pledge Related Emails Pledge related emails can only be created from the pledge detail screen by clicking on the email button 4 Use a mailing list and create emails See the next topic in this manual on how to create emails from mailing lists Once you click the email button you will open the screen showing you the available email templates stored int he database Email templates are stored right in the database not like word templates which live outside the database Functionality on the above screen is as follows Add New Template Will open a new screen with a blank email template Modify the template You select a template from the list and it opens this template for you to modify Delete the template Will delete the selected email template OK Send Email Will change the screen and start sending emails see screen shot below As each individual email is sent you will see the status on this screen There are a few different ways to create email from data in the database 1 Contact Related Email You can create contact related emails from the contact list screen or from the contact details screen Example 1 You filter the contact list scre
9. Print F Columns Setup Page Pages Pages Print Dialog or n Report PDF Preview Print Page Layout g Zoom Print Data Export Exit Contacts who gave over 1000 Date Range All Dates Donation Contact Date Amount Type Campaign Fund Smith Steve 12 28 2009 500 00 Individual Contribution Campaign to Savethe Building Fund Church Salakas Shen 12 9 2009 2 000 00 Individual Contribution Campaign to Savethe Building Fund Church Smith Steve 11 17 2009 300 00 Individual Contribution Building Fund Smith Steve 7 16 2009 300 00 Individual Contribution Building Fund Smith Steve 4 2 2009 300 00 Individual Contribution Building Fund When a report is displayed you can use the controls on the ribbon to print the report export the report zoom etc At the bottom of the report you can choose to cycle through the pages Click Close Print Preview when you are done with the report Donation Manual 76 Using reports from details screens F rptCampaignSummary x Donation Management Software ASI e Church Report Deseo nption We wart me the urchoe Man Dee ii Print Cam z A a iS Quick Print Employee Stevens J 13 of Goal Rest Dora non oncas 2008 AJ Page Setup Fund Building Fi laz Donaton on 02 13 2030 i Export to PDF Status fin Progres na p Email Report PDF EJ Close Report Campaign Summary 6 350 collected 12
10. in the previous topic in this manual Note remember the Record Correspondence Yes No will determine if correspondence history is recorded After closing the Email merge screen it will ask if you Ok to clear the recipient list for this mailing list You would choose to clear the recipients if you are done with this mailing list and don t want to do anything else with this list of 25 people Example if you wanted to send a letter and email you would not clear the list after making the letter and then clear the list after making an email Example some mailing lists you might never clear the recipient list some you clear after every use Example 2 Setup a mailing list for donation acknowledgments and use it every week to send donation acknowledgments Setup the mail list very similar steps to above except type equals Donation and name description appropriate for donation acknowledgment mail list Now we add donations throughout the week and on each donation we click the Add to mailing list button and add it to this mailing list After the week is over we added lets say 20 donations to the mailing list Now we are ready to generate the donation acknowledgment emails for each of the 20 contacts donations Follow the similar process as above except choose our donation acknowledgement mail list and create the emails for each of these unique donations Donation Manual 73 Reporting Donation Manual 74 Report
11. or open donation to view edit details Open Remove DonationDate DonationAmount DonationTy Fund Contact Record 4 gt Tr K No Filter Search mM Number Of Donations 0 Total Donation Amount 0 00 Help on Batches This is the main screen for entering donations to the batch The general process is to enter the contact enter the donation amount enter the donation date note for the next donation it will remember this date since there is a good chance you will be using the same date enter any other info needed at the top half of the screen click Enter and the donation will show in the list at the bottom Repeat this process until all donations are entered Our goal is to make it as easy as possible to enter donations Donation Manual 36 Batch 2010 05 20hhh Go to I ll Save and Close Batch Settings amp Post Batch FE Add to Batch amp Export Batch to Excel or Quickbooks Donation Enter donation information and click the Enter button Repeat process to enter all donations for this batch Contact GG El EA Payment Type fo A Donation Amount FO Payment Details rrr Donation Date PO Receipt Amount PO Donation Type Individual Contributions _ notes Pr Fund Generall 4 Related Pledge 7 EA H Enter X Clear Fields Donations for this Batch Enter additional details here if needed or open donation to view edit details
12. pledge of 500 receipt amount automatically defaults to the amount of the donation but could be changed to be a lesser amount Example 100 donation but contact attends a dinner valued at 20 so the tax deductable receipt amount is 80 receipt number automatically generated notes general notes about this donation Donation Manual 32 Pressing Report will generate a donation summary report for this donation for easy printing of the donation details You can add a donation from various places throughout the program donation list screen contacts screen pledge screen campaign screen event screen Batch Name 2010 05 20hhh Donation Posted Locked No Go to sd Save and New Save and Close Report E mail Letter Add to Mailing List Other People Involved Employee who solicitated this donation Stevens John x Other Contacts Involved in getting this donation soft credits or people who played other roles Help on Soft Credit and Other Contacts Contact M Role Soft Credit Amount Smith Sue Soft Credit 500 00 Fox Dorothy Influencer 100 00 Record 4 4 10f2 The second tab on the donation screen is used to specify other people involved in the donation employee who solicitated this donation Other contacts involved in getting this donation soft credits or people who played other roles This is used to specify and track other people who helped get this donation along wit
13. that you just imported will be in Undeposited Funds You ll need to make a deposit according to your bank statement and then reconcile as you normally do Contacts are imported as Quickbooks Customers Funds and the Quickbooks Class Name you specified when setting up the fund will be exported as Donation Manual 40 Quickbooks Classes Donation Types and the QuickBooks Income Account Name you specified when setting up the Donation Type will be exported as QuickBooks Income Account Names Donations are exported to Quickbooks as Sales Receipts Each donation becomes a separate Quickbooks sales receipt This way each donation is credited to the contact or customer in Quickbooks and the donation is also credited to the appropriate income account Source We recommend you Post the batch of donations to lock them down in the donation software since you have transferred the data to Quickbooks Note people use Quickbooks in different ways if this method of transferring all the details of each donation through an iif file do not meet your needs you also have the option of exporting to Excel in various ways with our software which could then be imported into Quickbooks or whatever accounting software you currently use 1 OT Snare Que Pre pw Edit View Lists Favorites Company Customers Vendors Employees Banking Reports OnlineServices Window Help Special Offers Colt Vendor Center Employee Center Online Banki
14. this list of 25 people Example if you wanted to send a letter and email you would not clear the list after making the letter and then clear the list after making an email Example some mailing lists you might never clear the recipient list some you clear after every use Example 2 Setup a mailing list for donation acknowledgments and use it every week to send donation acknowledgments Setup the mail list very similar steps to above except type equals Donation and name description appropriate for donation acknowledgment mail list Now we add donations throughout the week and on each donation we click the Add to mailing list button and add it to this mailing list After the week is over we added lets say 20 donations to the mailing list Now we are ready to generate the donation acknowledgment letters for each of the 20 contacts donations Follow the similar process as above except choose our donation acknowledgement mail list and create the letters for each of these unique donations Donation Manual 65 Email Correspondence Donation Manual 66 Email Getting Started Tips and Tricks Before you can send any email using customized email templates you must supply email server setting in the Setup Options section of the software Sending massive amounts of email is never a good idea Our customized email templates are designed primarily for sending small amounts of email Sending large amounts of email could ca
15. will receive an email with a registration code to unlock the evaluation software To register the software follow these steps Click on Setup Options Ilg j AS ge A 2 Contacts Activities Donations Pledges Campaigns Events RE Companies Invoices Employees Rep rs Info Tuesday Jan 5 2010 Contacts Activities Donations and Pledges Campaigns and Events loan Companies and Invoices Employees Tools Options Info Click on the Enter Registration Code button Setup Options Unlocking the Software Step 1 Purchase the software at donationmanagementsoftware com Enter Registration Code Version Evaluation Step 4 Remove the sample data Remove Sample Data Enter your registration code Registration Code Enter Registration Code Pe Donation Manual 5 You should see this message indicating what version you have registered Sucessful Registration Successful Registration You have enabled the Professional Single User version of this software The version of software you own will be shown on the setup options screen Setup Options Unlocking the Software Step 1 Purchase the software at www donationmanagementsoftware com Step 2 Receive the registration code via email Step 3 Enter the registration code to unlock the software Versio Professional Single User Sripor r ala OCE a Jot
16. word document please contact RPT Software Remember to save and then close the document after you are done with changes After you create the word document you can then use the OK Merge to Word and it will populate all the merge fields with data Example this one page thank you letter could be generated for all the contacts in your database with a push of a button Word documents for contacts donations and pledges have different word merge fields available Example a donation word document might be used for a donation acknowledgment letter with specifics Donation Manual 62 on a single donation A contact word merge document might be used to summarize the contributions of a contact over the past year or as a monthly newsletter Donation Manual 63 Letters using mailing Lists Option Work with Mailing Lists v Help on letters and mailing lists Mail Lists select the mail list and click appropriate button Name Recipients Donation Donation Acknowledgement Pledge Acknowledgement 0 Create letters for mail list recipients Pledge View Edit mail list recipients Edit mail list Add new mail list Delete mail list Mail List Monthly Newsletter Mail List Description This mail list is used for contacts that should get the monthly newsletter Recipients 3 Recipients were first added to this list 1 day ago To use a mailing list it s easiest to just give you some examples There are three types of mailing
17. 0 00 General Smith Steve 1 8 2009 300 00 General Smith Steve 4 2 2009 300 00 dual Contributions General Smith Steve 7 16 2009 300 00 General Shah Parul 11 17 2009 300 00 Building Smith Steve 12 8 2009 250 00 dual Contributions General Pearson Simon 1 13 2010 300 00 dual Contributions Building Reese Leslie 872 NNN AN rata Cantrihutinne Ruildino N lasru Mark Record M 4 4 0f45 X No Filter Search 4 alia gt Number Of Donations 45 Total Donation Amount 29 650 00 Help on Batches Once a batch is Posted the batch screen changes so that no additional donations can be added Also each individual donation now becomes locked so that the critical information on the donation cannot be changed So in this example if you opened any of the 45 individual donations that makeup this batch you would see that you cannot make changes to any of these donations At the top of the donation screen it will show the batchname and whether it has been posted locked It s a good idea to post batches of donations Donation Manual 38 Batch Name 2010 05 20hhh Donation iaia e Go to O sl Save and New Save and Close Report E mail Letter Add to Mailing List General Other People Involved Donation Date fo 8 2007 Contact Donation Amount o o Appeal Donation Type IndividualContributions a Payment Type a Fund 0 Buding a Payment Details Campaign Event and or Pledge Pledges available for this contac
18. 6 Imperial PA 15126 Due Date P O Number 12 31 2009 Line Product v Description Qty Rate Amount Taxable 1 Test product This product is used for testing 4 5 00 20 00 T Customer Message Internal Memo not shown on Invoice Tn The invoice screen is used for entering invoices When you select a customer the bill to and ship to addresses populate based on what was setup for that customer Common invoice information is collected For invoice lines you first need to setup products that you are selling by going to setup options and invoice product setup Then on every line when you select a product it populates the default description and rate however you can overwrite the defaults Amount will be calculated and the subtotals and totals for the entire invoice will be calculated at the bottom right Any invoice lines that have a T in the taxable column will use the tax percentage supplied to calculate taxes Clicking the report button will generate the printed invoice You can easily save this to a pdf file or quickly email this pdf file to your customer This feature is only available in the Professional Version of the software Donation Manual 58 Letter Correspondence Donation Manual 59 Creating a letter I D Word Merge Templates Creating Word document for Select Word Document 36 Contacts Record correspondence Yes w Add New Template Modify the Template Del
19. 9 2 45 00 PM Shows related correspondence See the Email or Letter sections to learn more about correspondence Contact Notes Tab Es Contact FE Contact Smith Steve Goto Save and New Save and Close Report E mail Letter Add to Mailing List General Misc Activities Opportunities Donations Pledges Donation Summary Correspondence Notes Relationships Notes Just a big area for notes about this contact If you need chronological notes you can use activities Donation Manual 25 Contact Relationships Tab FE Contact Smith Steve Goto Save and New Save and Close Report E mail Letter Add to Mailing List General Misc Activities Opportunities Donations Pledges Donation Summary Correspondence Notes Relationships Work Relationships Add New Work Relationship Andrews Mark Coworker Edit Delete Family Relationshi Add New Family Relationship Smith John Brother Edit Delete Smith Leslie Daughter Edit Delete Other Relationships Add New Other Relationship Atkinson Teresa Team Member Edit Delete Use this tab to add all the relationships this contact has to other contacts Relationships are split into three basic types work family and other Once you add a relationship you can easily jump around to other contacts by clicking the hyperlinks For
20. Donati 13 of Goal First Donation on 08 05 20 Last Donation on 01 13 201 60000 ienesis Omnream Cempegn tc Save the Ouch Duiding Fund 232008 Lomeo mei Conruten Campaign io Save the Oach Tul ng func 50000 means gas oo ienesis Conrbcen Cerceg tc Save the Dusch Suang Func esa Sco ince Onean Ceroeg to Save the Ouch Bulking Func 40000 Persi SS02 00 Incivicuzi Corbin Campaign to Save the Ouch Buleing fune esas gag so Coposto Cotreuicn Cerceg to Save the Ouch Duong fune 30000 esas Sores ienesis nren Carcag to Seve the Ouch SulSng fune esas ooo inches Conrbcon Campaign to Save the Ouch Sutarg fune 20000 asa ooo Copesion Cotrouicn Campaign to Save the Duchi Suang fune 2 5 ssoocc Salzen Connibeon Carceg to Seve the Dusch Zuleing func 10000 mia Cotta Camp gn ts Save the Ouch Sularg fune 0 Actual Page 4 1 a Y Filtered Here s an example of running a report from a detail screen was on the campaign detail screen and clicked the report button It create a campaign summary report for my campaign The trick is you need to know to RIGHT CLICK the screen to bring up the menu to print the report or export the report to pdf etc Donation Manual 77 Filtering Donation Manual 78 Simple Filtering of List Screens Text Field Filter eng x State Zip PostalC Country Reg Status Type r Imperial A SortAtoZ d States Active Donor Consultant Ocala Z SortZtoA Active Donor Volunteer Chicago K Inactive Donor
21. Donation Manual Getting Started 1 1 How to register software 1 2 Ribbon 1 3 List Screens 1 4 Common Elements found on screens Contact Management 2 1 Contact Screen 2 2 Contact Duplicate Detection Donations and Pledges 3 1 Donation Screen 3 2 Batch Donations 3 3 QuickBooks Integration 3 4 Pledge Screen Campaigns and Events 4 1 Campaign Screen 4 2 Event Screen Activities and Opportunities 5 1 Activity Screen 5 2 Opportunity Screen Companies Employees and Invoices 6 1 Company Screen 6 2 Employee Screen 6 3 Invoice Screen 20 29 31 34 40 42 46 48 51 52 54 56 58 10 11 12 Letter Correspondence 7 1 Creating a letter 7 2 Letters using mailing Lists Email Correspondence 8 1 Email Getting Started Tips and Tricks 8 2 Creating an email 8 3 Email using mailing lists Reporting 9 1 Reporting Screen 9 2 Using reports from details screens Filtering 10 1 Simple Filtering of List Screens 10 2 Advanced Filters Very Powerful Feature Setup Options 11 1 Setup Options Screen 11 2 Email Setup 11 3 Hide Show Areas 11 4 Import Data Networking Multi User Setup 12 1 Using software on a LAN multi users 12 2 Using software on a WAN wide area network with users geographically seperated 60 64 67 68 72 75 77 79 82 87 89 91 93 96 98 Getting Started How to register software After you purchase the software from our website you
22. Hide Show Areas Place a checkmark next to the areas of functionality you want to use V Activities M Donations xl Pledges V Campaigns M Events M Opportunities V Companies MW Invoices V Employees M Email IV Letters OK The Hide Show Areas is used to hide certain parts of the software in which you do not use For example some non profits might only be using a portion of the CRM features such as opportunity management or invoicing Others might not be tracking events etc Just check the areas you want to see and un check the areas you do not want to see To change the software to what the Standard version allows just check all items except Opportunities Invoices Email and Letters When using the evaluation this is a good way to tell if you want to purchase the Standard version or the Professional version Donation Manual 91 This feature is only available in the Professional Version of the software Donation Manual 92 Import Data Import Data This screen is used to import contacts into the software To get donations imported or for a more advanced data conversion you need to contact RPT Software for assistance Typically if you used Excel to track contacts and donations the data conversion usually takes us an hour or two RPT Software will give you an estimate for your data conversion and then you can decide on the best path to get data into the system Charges for data conversion are based on our sta
23. abase and will display a screen for you to locate the back end database Simply change the location to the shared network drive you placed the database select the file and click Open The software will now remember that it should always use this back end database At this point you have ONE user using the software with the database in the right location For each additional user do the following steps Install the software Enter the correct registration code Close the software DELETE the file Donation_BE accdb found in the installation directory usually C RPTSoftware Start the software The software should prompt for the new location of the back end database choose the file on the shared network drive and click Open Feel free to contact RPT Software for help in setting up your software so it works with multiple people on your network If you need to use the software across a wide area network WAN please contact RPT Software for details Donation Manual 97 Using software on a WAN wide area network with users geographically seperated To use our software on a WAN or any situation where you have users not just at the office where they are on the office network please contact RPT Software for details Our software is a typical Microsoft Access 2007 database with a front end applicationa dn a back end database and there are technicques to use for these situations Donation Manual 98
24. any JobTitle Birthday Addressee Address 1 Open Steve Smith RPT Software HR Manager 8 12 1968 Steve Smith 123 Main S Open Sheryl Salakas Sheryl Salakas 123 Main S 4 Jul gt This is the main screen for setting up a filter You must give a filter a name description and category Then you add the criteria sets for the filter Click Add Criteria Set to add a new set or edit an existing set of criteria The bottom of the page shows the contacts that are returned by running the filter Filters are one of the most complex topics in this software we recommend you watch the video explaining filters or spend some time playing with filters Donation Manual 83 Editing ONE Criteria Set Es Edit Criteria Set x Y Criteria Set Edit the Criteria Lines for this Criteria Set Append a New Criteria Line Show contacts whose Total Donation Amount is greater than 1 000 00 Edit Delete and whose City is Chicago or Pittsburgh Edit Delete OK Editing ONE set of criteria brings up this screen You can add as many lines of criteria as you need ALL of lines of criteria MUST BE MET So for this example the contact must of donated more than 1000 and live in Pittsburgh or Chicago Note Lots of filters will only use ONE set of criteria perhaps with a line or a few lines of criteria Donation Manual 84 Editing ONE Line of criteria pres 2 Y Filter Crit
25. ation directory are specific to create letters from donations Documents in the WordPledge directory are specific to create letters from pledges Functionality on the above screen is as follows Add New Template Will prompt you for the name of a new word template and start Microsoft Word and create a new word document Note everything to do with setting up the mail merge connections is done for you you just type in the contents of the new word document and add mail merge fields where appropriate Click save when you are done and close the document Modify the template You select a template from the list and it opens this template for you to modify Click save when you are done and close the document Delete the template Will delete the microsoft word document from your computer OK Merge to Word This is the most common button to click It will do the process of creating your final document by taking the data from the database and merging it into the selected word document If you have an existing word document you can 1 place it in the appropriate directory 2 modify the template 3 save and close the document This will setup the document so it can work with automatic word merge with the donation management software Note There is a option to Record Correspondence if set to Yes everytime you click the Ok Merge to Word button the correspondence will be recorded Example on the above screen shot we are about Do
26. billing and shipping addresses are used for invoices phone mobile phone fax website email key account Donation Manual 54 The contacts tab shows related contacts The invoices tab shows related invoices Donation Manual 55 Employee Screen Employee Willis Kelly Goto Save and New Save and Close General Activities Opportunities First Name kelly Last Name willis Organization Donation Organization v Notes The employee screen is used to enter employee information Employees are people that work at your organization and are the users of this software Throughout the program numerous items can be related to an employee so it s easy to always filter a list to see what a certain employee needs to do or what a certain employee was responsible for or associated with The screen is fairly simple first name last name organization type in or select from list notes Note You can use this for multiple organizations however most users of this software are from just one organization The activities tab shows related activities Donation Manual 56 The opportunities tab shows related opportunities Donation Manual 57 Invoice Screen RPT Software RPT Software 12 3 2009 678 Invoice Goto Save and New Save and Close 1 Company RPT software v A Bill To Ship To Date Invoice 318 Moosehead Drive 318 Moosehead Drive Imperial PA 1512
27. ct smith Steve mM 2 Opportunity Status active Employee Stevenson lw 2 Opportunity Stage Be Estimated Close Date 4 14 2010 Estimated Revenue 50 000 00 Won Lost Date Notes Trying to sell product YYY to Steve Smith So far he is interested but is considering his options Add Attachments lt An opportunity is a potential sale that you are working to try and close Our software provides a general opportunity management system where we can track opportunities This feature is only available in the Professional Version of the software Donation Manual 52 Companies Employees and Invoices Donation Manual 53 Company Screen s Compan fa Company RPT Software Goto Save and New Save and Close General Contacts Invoices Company Name RPT Software Phone 412 818 9714 Account Number 12345 MORE Rione Account Status Client v DE Website www rptsoftware com Billing Address Email info rptsoftware com Address 318 Moosehead Drive Key Account Yes v Address2 City State Zip Imperial PA 15126 Country United States USA Shipping Address Address 318 Moosehead Drive Address2 City State Zip Imperial PAM 15126 Country United States USA Hi The company screen is used to add company information A company is a place where a contact works Data collected includes company name account number account status billing address shipping address Note
28. d out pledge acknowledgments on Friday of every week contact employee appeal user defined list of choices for what caused the contact to make this donation in honor of in memory of notes general notes about this pledge payment schedules etc Pressing Report will generate a pledge summary report for this pledge for easy printing of the pledge details The Pledge schedule and Donations received for this pledge are found in the Pledge Schedule and Donations tab The Notes tab is just a big area to add notes about the details of this pledge Donation Manual 43 Pledge O bl Save and New Save and Close E mail Letter Add to Mailing List Pledge Schedule and Donations Total Pledge Amount Donations Pledge Payments for this Pledge O le 5 Total Pledge Amount 7 o Open Donation Date Donation Amouni Contact Open 4 3 2010 100 00 O leary Ma Expected Payment Type check x Open 4 16 2010 100 00 O leary Mz New O leary Ma Pledge Payment Schedule To calculate payment schedule First Payment Date 4 1 2010 Of Payments 7 Payment Frequency Every Two Weeks x Payment Schedule 100 00 on 04 01 2010 100 00 on 04 15 2010 100 00 on 04 29 2010 100 00 on 05 13 2010 100 00 on 05 27 2010 100 00 on 06 10 2010 100 00 on 06 24 2010 Note You can manually edit payment schedule Record l4 The Pled
29. de of 50 donations that were all collected in the same week Let s walk through creating a new batch and see the benefits of creating batches of donations Note Using batches is completely optional Donation Manual 34 Batch Settings Batch Information Batch Date 1 17 2011 Notes Initials abc Batch Name 2011 01 17abc Defaults to use when entering donations in this batch Employee Stevens on WH Campaign Campaign to Save the Church e Event fT Appeal O El Correspondence Sent an acknowledgement letter x Correspondence Date zz Add to Mall List Help on Batches After you click the New Batch button it takes you to the batch settings screen This screen is used to setup the batch name and the defaults to use when entering donations The defaults help make data entry faster and easier Donation Manual 35 Batch 2011 01 17abc Delete Batch Go to Save and Close Batch Settings f Post Batch Ep Add to Batch amp Export Batch to Excel or Quickbooks g Donation Enter donation information and click the Enter button Repeat process to enter all donations for this batch Contact Ir s Payment Type x A Donation Amount Payment Details Donation Date Receipt Amount Donation Type Individual Contributions o Notes Fund General x 8 Related Pledge 7 2 H Enter X Clear Fields Donations for this Batch Enter additional details here if needed
30. dence correspondence date Donation Manual 42 acknowledged when a correspondence is made this becomes Yes Note there are a few ways to do correspondence 1 manual correspondence you just specify how you did the correspondence and the date using the two fields shown and then outside of this program you send the letter make the phone call send the email etc 2 Letters You can press the Letter button at the top of the screen to do a letter for this pledge If you choose to record the correspondence after the letter is generated it records the history of this correspondence and shows the details in the list box at the bottom left of the screen It will also show the correspondence on the contact s detail screen since you generated an acknowledgment letter for this pledge and for this contact See the letters section for more details 3 Email You can press the Email button at the top of the screen to do an email for this pledge If you choose to record the correspondence after the email is generated it records the history of this correspondence and shows the details in the list box at the bottom left of the screen It will also show the correspondence on the contact s detail screen since you generated an acknowledgment email for this pledge and for this contact See the email section for more details You can also choose to add this pledge to a mailing list and handle the correspondence at a later time Example you sen
31. een since you generated an acknowledgment letter for this donation and for this contact See the letters section for more details 3 Email You can press the Email button at the top of the screen to do an email for this donation If you choose to record the correspondence after the email is generated it records the history of this correspondence and shows the details in the list box at the bottom left of the screen It will also show the correspondence on the contact s detail screen since you generated an acknowledgment email for this donation and for this contact See the email section for more details You can also choose to add this donation to a mailing list and handle the correspondence at a later time Example you send out donation acknowledgments on Friday of every week contact appeal user defined list of choices for what caused the contact to make this donation employee payment type user define list of choices payment details in honor of in memory of anonymous matching donation added in version 2 0 used to specify that a matching donation was given for this donation When a matching donation is added a pledge is added to the system indicating that this donation should be collected So in the example above Steve Smith gave 500 and acme corp matched that 500 donation so a pledge for 500 for acme corp was created The actual 500 donation from acme corp is added as a seperate donation to fulfill the
32. elp on Receipts Letters Email sent for this donation double click to view Receipt Amount 500 00 Receipt pe Type Template Date Time Notes The donation screen is used to enter donations or pledge payments It consists of the following information donation date donation amount donation type user defined list of choices fund user defined list of funds campaign if the donation was related to a certain campaign event if the donation was related to a certain event related pledge if the donation was a payment towards a previous pledge only pledges for the current contact are shown to choose from correspondence correspondence date acknowledged when a correspondence is made this becomes Yes Note there are a few ways to do correspondence Donation Manual 31 1 manual correspondence you just specify how you did the correspondence and the date using the two fields shown and then outside of this program you send the letter make the phone call send the email etc 2 Letters You can press the Letter button at the top of the screen to do a letter for this donation If you choose to record the correspondence after the letter is generated it records the history of this correspondence and shows the details in the list box at the bottom left of the screen It will also show the correspondence on the contact s detail scr
33. en to give you a list of 50 contacts and then you click the email button to create 50 emails Example 2 You click the email button from the contact detail screen to create an email for that specific contact 2 Donation Related Email Donation related emails can only be created from the donation detail screen by clicking on the email button 3 Pledge Related Emails Donation Manual 69 Pledge related emails can only be created from the pledge detail screen by clicking on the email button 4 Use a mailing list and create emails See the next topic in this manual on how to create emails from mailing lists Note There is a option to Record Correspondence if set to Yes every time you click the Ok Send Emails button the correspondence will be recorded Example on the above screen shot we are about to create an email for 1 contact this contact will show that an email was made at the current date time and the contents of the email will be saved in the correspondence history without attachments Correspondence history is found on the contact correspondence tab and on the donation and pledge detail screens Email Template Name Customer E Mail Sample Email Template Type Contact From test rptsoftware com Insert Merge Field To Email CE ESE Add Attachments Subject Thank You for your support E Mail Type Text v Body Text DateTodayLongtttt HNamerull H ddressFull Dear HFirstN ame Tha
34. eria Choose Criteria Field Donation History Total Donation Amount Details Is less than Isgreaterthan Is equalto Is between 1 000 00 Summary Show contacts whose Total Donation Amount is greater than 1 000 00 OK Cancel This is the screen you do most of the work on Step 1 Choose the criteria field click the button at the top and a pop up menu will appear with LOTS of different fields to choose from Step 2 Based on the type of field that is chosen you will be able to add the details about what you are trying to do In this example a numeric field was choose and choose to select IS Greater than and entered 1000 Donation Manual 85 Setup Options Donation Manual 86 Setup Options Screen Setup Options Unlocking the Software Dropdown Maintenance Contact Info Donation Info Step 1 Purchase the software at Contact Categories Donation Types www donationmanagementsoftware com T Contact Prefixes Paymenttypes Step 2 Receive the registration code via email Funds Contact Suffixes Step 3 Enter the registration code to unlock Appeals the software Contact Donor Levels F x Donation Correspondence Types Enter Registration Code my DIES LE Donation Contact Roles Version Professional Single User ca Step 4 Remove the sample data Pledge Info Contact Sources Remove Sample Data Pledge Status Contact Next Steps Payment Ty
35. ete the Template Ok Merge to Word Close Form Help on Word Templates There are a few different ways to create letters Microsoft Word documents from data in the database 1 Contact Related Letters You can create contact related letters from the contact list screen or from the contact details screen Example 1 You filter the contact list screen to give you a list of 50 contacts and then you click the etter button to create a large document with 50 pages one page per letter Example 2 You click the etter button from the contact detail screen to create a letter for that specific contact Contact Letter Sample doc 2 Donation Related Letters Donation related letters can only be created from the donation detail screen by clicking on the letter button 3 Pledge Related Letters Pledge related letters can only be created from the pledge detail screen by clicking on the etter button Donation Manual 60 4 Use a mailing list and create letters See the next topic in this manual on how to create letters from mailing lists Once you click the etter button you will open the screen showing you the available Microsoft Word templates on your computer Microsoft word templates live in these directories Application directory WordContact Application directory WordDonation Application directory WordPledge Documents in the WordContact directory are specific to create letters from contacts Documents in the WordDon
36. example if you clicked on Smith Leslie you would jump to Leslie s information and would see Smith John listed as her father Donation Manual 26 Contact Donor Levels E3 Donor Levels FE Donor Levels Number of Donor Levels 8v Donor Level Name rn T o fi Friend 0 00 99 99 2 Supporter 100 00 249 99 3 Patron 250 00 499 99 4 Citizen 999 99 2 499 99 5 Associate 1 000 00 6 Friend for the Family 4 999 99 7 Stewart 5 000 00 9 999 99 Fn 8 Founder 00 999 999 999 99 NI Oo x ik You have full control over the donor levels defined Donation Manual 27 Contact Relationship screen Relationship Type Work Relationship C Other Relationship Contacts Smith Steve a is Husband E P Smith Sue x is wife 5 Soft Credit Iv Smith Steve receives soft credit on any donations made by Smith Sue IV Smith Sue receives soft credit on any donations made by Smith Steve Relationship Notes OK Example of setting up a relationship In version 2 0 we added the option to specify that the people in the relationship receive automatic soft credit on donations So in this example if Steve Smith gave a donation of 500 his wife Sue Smith would automatically be added as a soft credit on that 500 donation See the donation screen for more details Donation Manual 28 Contact Duplicate Detection Si
37. except the filtering options are specific to date fields Example You might filter on donation date to show donations that occurred this month Donation Manual 81 Advanced Filters Very Powerful Feature Filters are advanced queries to return contacts that meet certain criteria Example a simple filter might be select all contacts who gave more than 500 last year and that live in pittsburgh Filters can be used on List Screens and on reports to restrict the data you see Filter List ca ca Double click row to edit right click column to sort Search Name Description Category Sample Filter Contacts whi Marks Filters Add Edit Delete Duplicate Filter Close The Filter list is the string point to add edit delete or duplicate filters Select a filter and double click or click on edit to change a filter Donation Manual 82 Main Filter Screen E3 Filter Y Filter Sample Filter Goto Save and New Save and Close Assign the Filter a Name Description and Category i Name Sample Filter Description Contacts who gave over 1000 Category Marks Fites ow a Add Criteria Set s for the Filter Show Don t Show Add Criteria Set Show contacts whose Total Donation Amount is greater than 1 000 00 Edit Delete Results from this Filter Total Records 2 Show Hide Fields FirstName MI LastName Comp
38. ge Schedule and Donations tab shows the pledge schedule information on the left side of the screen and the donations collected for this pledge on the right side of the screen The pledge payment schedule will help calulate exact pledge payment schedule dates and populate the pledge schedule however you can manually change the pledge schedule to be whatever you like Also just because the pledge schedule is setup a certain way does not mean that you will receive donations on those exact dates In general we keep things pretty simple In this example the pledge was for 700 and 2 payments of 100 each were collected so far so the contact still owes 500 to fulfill the pledge Donation Manual 44 Campaigns and Events Donation Manual 45 Campaign Screen a ei BE Campaign Campaign to Save the Church Save and Close Campaign Name EIsPEIFGE EENSEUT Eee Employee Stevens John Start Date Fund Building Fund End Date 7 1 2010 Status In Progress Goal 70 000 00 Cost 4 000 00 Campaign Summary 6 350 collected 12 Donations 9 of Goal First Donation on 08 05 2009 Last Donation on 01 13 2010 Description We want to save the church on Main Street The campaign screen is used to add campaigns Data collected includes Campaign name Start date end date goal cost description notes employee fu
39. h a soft credit amount Soft credit amounts muct be equal to or less than the donation amount however multiple people can be involved and receive soft credits On the contact screen when you setup relationships you can specify rules for soft credits so that soft credits get automatically assigned Donation Manual 33 Batch Donations QO Va on s Batch View Donation Managemen BE CT Home 5 x TEA je pai Y Filters Contacts Activities Donations Pledges Campaigns Events Opportunities Companies Invoices Employees Reports E Mail Letters Contacts Activities Donations and Pledges Campaigns and Events Yel are arm EELO DAVALE Switch to Donation View amp Export to Excel Info Monday Jan 17 2011 Options Info Tools Opportunities Companies and Invoices Employees Help at www donationmanagementsoftware com p g E Go Total Records 2 BatchName Number Of Donations Total Donation Amount Batch Initial Batch Date Batch Postet Notes pen 2010 05 20hhh 45 29 650 00 hhh 5 20 2010 No Open 2011 01 14mha 3 225 00 mha 1 14 2011 Yes From the Donations List you can click a button at the top of the list to toggle between Donations and Donations Batch View The Donations lists shows individual donations and the Donations Batch View shows batches of donations For example a batch could be ma
40. icipants tab shows contacts who participated in this event attendance etc The donations tab shows related donations The pledges tab shows related pledges The activities tab shows related activities Clicking the Report button will generate a campaign summary report for this campaign We use the thermometer image on this report Donation Manual 49 Activities and Opportunities Donation Manual 50 Activity Screen Activity Go to I Save and New Save and Close Activity Type Meeting vm Contact andrews Mak sw ZA aciviy Date E 76 2010 Employee wins ey Activity Time O s o0amw Campaign A 2 Completed No v Event bB EA Add Attachments Description gt to talk about upcoming donation decisions Purpose Provide Information v 3 Outcome v 9 Notes An activity is a general purpose screen that captures information on appointments emails letters faxes phone calls tasks to dos or any other type of activity you want For example you might of had 3 phones calls sent 2 emails and have one scheduled appointment with this contact You decide how much data you want to track Activities can be linked to contacts employees campaigns events or any combination of those 4 entities You can also have attachments on each activity Donation Manual 51 Opportunity Screen Opportunity Screen Opportunity Go to Save and New Save and Close Description Sale of Productyyy sts Conta
41. ing Screen Bs Reports Report contact summary v Report Data AI 36 Contacts C Select Contacts for this report Use a saved filter for this report Sample Filter v Add Edit Filters Filter Description Contacts who gave over 1000 Filter Summary Show contacts whose Total Donation Amount is greater than 1 000 00 Report Sub Heading m Associated Contact Data to Show 7 Contacts who gave over 1000 Activity Details I Opportunity Details M Donation Details M Pledge Details Create Report I Correspondence Details I Relationships The reports screen allows for a number of report to be selected Each report has various options that the user can supply to affect what data is on the report and how the report looks For example in the above screen selected a Contact Summary report and choose that a filter should be used to restrict the report to only the contacts returned by the Filter The report will show contact data related donations for each contact related pledges for each contact donation summary text for each contact based on the check boxes selected in the lower right It will also use a sub title of Contacts who gave over 1000 Click Create Report to create the report Donation Manual 75 Example of one report Naar Has gt ab aA 8 Print Landscape sio Page Zoom Two More Quick Print Email Close
42. is list Contact Opportunities Tab Es Contact si FE Contact Smith Steve Goto Save and New Save and Close Report E mail Letter Add to Mailing List General Misc Activities Opportunities Donations Pledges Donation Summary Correspondence Notes Relationships Open gt Description Opportunity Status Opportunity Stage Estimated Reven Contact Emp New 0 00 Smith Steve Show related opportunities you can open an existing opportunity or create a new opportunity for this contact Sorting and filtering also available on this list Donation Manual 22 Contact Donations Tab Save and Close Report E mail Letter Add to Mailing List General Misc Activities opportunities Donations Pledges Donation summary Correspondence Notes Relationships Donation Date DonationAmount Fund Contact gt PaymentType gt Paja 4 4 2007 500 00 Building Smith Steve Check 7 3 2007 250 00 XXX Smith Steve 11 20 2007 300 00 Building Smith Steve 2 7 2008 400 00 XXX Smith Steve 5 16 2008 200 00 Smith Steve 9 10 2008 300 00 Smith Steve 1 8 2009 300 00 General Smith Steve 4 2 2009 300 00 General Smith Steve 11 17 2009 300 00 Building Smith Steve 12 28 2009 500 00 General Smith Steve 10 4 2006 300 00 General Smith Steve 1 15 2011 100 00 General Smith Steve 1 17 2011 777 777 00 General Smith Steve ga nn Record 4 10f14 gt
43. lists contact donation and pledge Example 1 Setup a contact mail list called Monthly Newsletter Mail List and use it to send a monthly newsletter To setup the mail list goto the letters screen shown above click add new mail list enter the type contact enter the name Monthly Newsletter mail List enter the description This mail list is used for contacts that should get the monthly newsletter click ok to save the mail list Now we goto various contacts during a three week period and click the Add to Mailing List button and add them to this mailing list Donation Manual 64 So after three weeks we added let s say 25 contacts to the mailing list Now we are ready to generate the monthly newsletter by doing the following goto the letters screen shown above select the mail list it should show there are currently 25 recipients the bottom of the screen will show that they were first added three weeks ago click the create letters for mail list receipients button this will launch the normal word merge process described in the previous topic in this manual Note remember the Record Correspondence Yes No will determine if correspondence history is recorded After closing the Word merge screen it will ask if you Ok to clear the recipient list for this mailing list You would choose to clear the recipients if you are done with this mailing list and don t want to do anything else with
44. milar Contacts The following contacts have similar addresses Please be sure you are not entering a duplicate contact Address 1 123 Main Street Cy State Zip A i When entering contact addresses if you enter an address that is similar to another contact you will see this screen popup showing you a list of other contact s that have similar addresses This is just to help eliminate duplicate contact entry into the system Donation Manual 29 Donations and Pledges Donation Manual 30 Donation Screen Batch Name 2010 05 20hhh Donation Posted Locked No Goto sds Save and New Save and Close Report E mail Letter Add to Mailing List General Other People Involved Donation Date O R2 28 2009 E Contact smith steve v amp Donation Amount fo 500 00 Appeal Received a general mailing x TA Donation Type IndividualContributions 9 Payment Type check sd a Fund General a Payment Details as6 Campaign Event and or Pledge Pledges available for this contact Other Info Campaign campaign to Save the Church x s In Honor Of i y y Event o E 9 In Memory Of rr Related Pledge 12 15 2009 Smith Steve 500 00 x A Annonymous N O Correspondence Acknowledgement Help on Correspondence Matching Donation Remove matching donation Correspondence Sentan acknowledgementletter x 2 50000fromacmecorm A Correspondence Date 12 30 2009 Acknowledged West Receipt H
45. n iif file from Quickbooks Donation Manual 41 Pledge Screen General Tab Go to bi Save and New Save and Close E mail Letter Add to Mailing List General Pledge Schedule and Donations Notes Pledge Date B 17 2010 Contact Pledge Amount 8700 00 Employee Status linProgress W P Appeal Fund eener a In Honor Of In Memory Of Campaign Event 7 Pledge Summary Campaign campaign to Save the Church x IP 200 collected 2 Donations Event x P 29 of Pledge Collected First Donation on 04 03 2010 Correspondence Help on Correspondence Last Donation on 04 16 2010 Correspondence Sent Standard Pledge Letter a Correspondence Date 3720 2010 Acknowiedged ME Letters Email sent for this pledge double click to view Type Template Date Time The general tab contains most of the information about a pledge In this example 700 is pledged on 3 17 2010 and the pledge was acknowledged on 3 20 2010 with a standard pledge letter 200 of the 700 has been collected so far The Pledge Schedule and Donations tab lists the details of the pledge payment schedule and the actual donations or pledge payments made Data collected includes pledge date pledge amount status user defined list of choices fund user defined list of funds campaign if the pledge was related to a certain campaign event if the pledge was related to a certain event correspon
46. nation Manual 61 to create a Microsoft Word document for 36 contacts so all 36 contacts will show that a letter was made at the current date time Correspondence history is found on the contact correspondence tab and on the donation and pledge detail screens Example of modifying a Microsoft word document Zi Contact Letter Sample doc Microsoft Word Seg Fil View Insert Format Tools Table Window Help Type a question for help X E Read Mill U f y a g Insert Merge Field Mi Insert RRR AEREEREE O Address Fields Database Fields Fields ContactID Sunday August 16 2009 NameFull Contact Email PhoneNumber Prefix FirstName MI AddressFull LastName Suffix CompanyName AddressFull Streeti Dear FirstName er v Thank you for your most recent contribution in t organization ABC Sample Charity Your gift will make it possible for us to work towards our mission in many ways NameFull Im ms are just a few of the programs your generous gift will help make possible ojajz 8 lt il AutoShapes 7 mL Sec 1 1 1 Ak 1 Ln 1 The above screen shot shows an example of modifying a Microsoft word document In Microsoft word 2003 the insert merge field button is the one to the left of Insert word field on the toolbar yes very confusing don t blame us this is Microsoft s product In Microsoft Word 2007 it is a little easier to use If you need help with creating a
47. nd status A summary of the donations collected for this campaign is shown in the bottom right Donation Manual 46 The events tab shows related events The donations tab shows related donations The pledges tab shows related pledges The activities tab shows related activities Clicking the Report button will generate a campaign summary report for this campaign We use the thermometer image on this report Donation Manual 47 Event Screen Event Save the church golf outing Goto del Save and New Save and Close Event Name i ave the church golf outing Campaign Campaign to Save the Church e Start Date 8 5 2009 Employee Stevens John ll End Date 8 7 2009 Status Complete z Goal 5 000 00 Cost 750 00 Event Summary 3 400 collected 8 Donations Description A 3 day golf outing to help raise money for the 68 of Goal save the church campaign First Donation on 08 05 2009 Last Donation on 08 05 2009 Notes The golf outine will be held at Butler s golf course hnttp www butlersgolf com The event screen is used to add events Data collected includes event name start date end date goal cost description notes campaign if related to a campaign employee status a summary of the donations collected for at this event is shown at the bottom right Donation Manual 48 The part
48. ndard rate of 90 hour We are happy to do the full data conversion or you can use these 3 steps to import contacts Step 1 Create an Excel file with the headings needed for a proper import Create Excel File Step 2 Open the Excel file and add the contact data Columns Explanations ContactCategory use a Contact Category choice blank will use the default Contact Category For organizations household names etc use DisplayName Otherwise leave blank For Individuals use Prefix FirstName MI Lastname and Suffix fields only firstname and lastname required If you put data in Displayname and first last name fields the import process will use first last name fields AddressType use an Address Type choice blank will use the default of Business Address Address Phone and Email fields are pretty straigtforward Address Fields use 2 digit state code for states Step 3 Import the Excel file to ADD new contacts to the system Import Contact Data OK This screen is used to import contact data into the database Step 1 click the button to make an excel file with proper headings used for import Donation Manual 93 Step 2 you use the excel file to add data Step 3 click a button and it reads the new contacts from the excel file and adds them to the database Donation Manual 94 Networking Multi User Setup Using software on a LAN multi users At software start up it lo
49. ng Doc Center Report Center App Center Upgrade Add Payroll Cards amp eCr New Company Open or Restore Company Open Previous Company gt Save Copy or Backup Company Close Company n Switch to Multi user Mode B View the Tutorial Chart of Remote Access Accounts Utilities gt Import Excel Files TS Setup and Training gt iles Accountant s Copy gt Eiri ia Synchronize Contacts Web Connect Files Norki Print Ctrl P O see Convert gt Timer Activities Bea Copy Company File for QuickBooks Mac SSS Print Forms Copy Company File for QuickBooks Online Makena Printer Setup gnl Convert Accountant s Copy to Company File QBW E Account Balances Send Forms anking N te Balance Shipping gt Host Multi User Access Update Web Services Verify Data DA Exit Alt F4 Rebuild Data cem Recon Clean Up Company Data Deposits E Do More with QuickBooks Restore Backup For Earlier QuickBooks Version Pay your employees Statement Statements Refunds Accept credit cards amp Write Check Charges amp Credits dhede naer eChecks Order Checks amp Supplies v g R uickBooks latest upgrade i OI a eo T gi Ent L bout Empl ennt a er earn abou mployee Checks Time Payroll Options Benefits E Reminders amp Alerts Co fy Alerts 2 A screenshot of how you import a
50. nk you for your most recent contribution in the amount of HLastD onation4mount to my organization ABC Sample Charity possible for us to work towards our mission in many ways Your gift will make it These are just a few of the programs your generous gift will help make possible Sample program 1 Sample program 2 Sample program 3 Thank you again for your support Sincerely John Smith President ABC Sample Charity Your gift is tax deductible INSERT limitations as necessary OK We tried to make the functionality of creating an email template similar to how Microsoft word works to create mail merge documents You fill out the various fields and insert merge fields where appropriate Donation Manual 70 Emails can be constructed as simple text emails or HTML emails If using HTML the HTML will be displayed to the user if they have a email reader that can display HTML otherwise they will see the text version of the email HTML emails require a knowledge of HTML and require all images to be placed on an internet website Contact RPT Software for more details on creating HTML email templates Donation Manual 71 Email using mailing lists E E Mail Option work with Mailing Lists v Help on E Mail and mailing lists Mail Lists select the mail list and click appropriate button Recipients Donation Pledge Pledge Acknowledgement 0 Create E Mail for mail list recipients View Edit mail list recipien
51. nnon Bruno Daniel David Dorothy Elly George Glenn Hannah EI Export to Excel H y Filters LastName Suffix Andrews Smith Salakas Smith Reese Mokwa Tharmagal Kimball Long Dumitrascu Torre Madsen Jones Company RPT Software RPT Software Denuit Thompson Simpson Fox Nkya Sullivan Trach Arakawa You can select New Contact to create new contact Donation Manual 9 elp at www donationmanagementsoftware com Help at donat g tsoft ABCDEFGHIJIKLMNOPQRSTUVWXYZ h Letter Address Typ Address1 Address2 Business Addre 318 Mosehead Home Address 123 Main Stree Home Address 123 Main Stree Home Address 123 Main Stree Home Address 123 White Stre Business Addre 456 Grant St Home Address 123 First Ave Business Addre 789 White St Home Address 789 Second Ave Business Addre 567 Allegheny Suite 20 Home Address 897 Ridge Roac Home Address 789 White Ave Home Address 1792 Belmont F Home Address 1397 Paraiso Ct Home Address 3385 Crestview Home Address 9687 Shakespe Home Address 5452 Corte Gilk Home Address 5979 El Pueblo Home Address 3238 Laguna Ci Home Address 7883 Mitchell C Home Address 1064 Slavio City 4 Imperial Ocala Chicago Los Ange Savanna Pittsburg Pittsburg Pittsburg Houstan Tampa Austin Pittsburg Monroe Newpori Everret Newpori Everett Everett Everett Everett Everett w Show Hide Columns Unhide Columns Column Prefix Fir
52. ntacts r LastName 1 Suffix Comi Arakawa Atkinson u Open Counts Open Crow Open Denuit Open Doyle Open Earls Open Evans Open Feng Open Fox Open Hesse LJ Open Jensen Open Jones Simply click on Open to open the detail screen for the selected item Donation Manual 16 Common Elements found on screens Here we describe some of the common elements found on most screens BE Contact Smith Steve Go to Save and New Save and Close Report E mail Letter Add to Mailing List Pledges Donation Summary Correspondence Notes Relationship Prefix First Name MI Last Name Suffix Classification Name Mr x steve Smith l Donor Level 6 Friend for the Family Company RPT Software Status Addresses double click to edit Add New Address Type Address Type Address Primary Category community Group MP Home Address 123 Main Street Ocala FL 15436 Yes Employee Source z Employee Stevens John a P Phone Numbers double click to edit Add New Phone Number Source contacted us MP Phone Type Phone Number Primary Home Phone 942 765 1234 Yes Next Steps Next Step fi Cultivate to Introduce T L Next Step Date 2 4 2010 Groups Select Groups Friends Board Member E mail Addresses double click to edit Add New E mail Address E mail Type E mail Address Primary Business e mail steve smith yahoo com Yes
53. o Step 4 Remove Sample Data Donation Manual 6 The version of software will also be shown on the info splash screen RPT Software Donation Management Software File Format 2007 JET ACE 12 0 6423 1000 Jet User Admin Win User Mark Workstation ANDREWS C RPTSoftware Donation_BE accdb Developer RPT Software http www rptsoftware com Donation Manual 7 Ribbon The Ribbon is the toolbar at the top of the screen It is used to help you navigate to the various areas of the program Fe A p gi fez SE e Pg E gl m a a A Contacts Activities Donations Pledges Campaigns Events Opportunities Companies Invoices Employees Reports E Mail Letters Info Tuesday Jan 5 2010 Contacts Activities Donations and Pledges Campaigns and Events Opportunities Companies and Invoices Employees Tools Options Info Donation Manual 8 List Screens A list screen is where items are shown in a list Numerous areas use list screens and they share some common traits Here we will explain the contacts list screen which has the most features Show Hide Fields Prefix Mr Dr sr u Mr RSI Open Mr Open Mr Open Mr Open Mr L Open Mr Open Ms Open Ms Open Mr _ Open Mr Open Ms 4 mn FirstName MI Mark Steve Sheryl john Leslie Tom John Richard Sherry Adrian Alvin Anders Bra
54. oks for the back end database with all your data Find new location of Donation_BE accdb Look in O RPTSoftware v 2 Attachments999 OD WordPledge gt CustomerList Qxtremecalendar My Recent finances D zum QHealthInsurance Dkagi logos Desktop misc stuff Dsearchkeywords CY Dseoelite Ha Dorina UsernamesAndPasswords website QQ websitearchive1 1102008 QD websitedesign OD wordContact OD WordDonation ge puter My Network File name Donation BE accdb v Open Places Files of type Donation Back End Database v Cancel Using our software on a local area network LAN To use our software on a network is very easy First you need to make sure you have purchased an Unlimited users version of the software Then you just need to do the following process 1 Install the evaluation and register the Unlimited users version of the software 2 Close the software 3 Move the back end database file to a shared network drive Example By default when you installed the software you will see a file called Donation_BE accdb in the C RPTSoftware directory You need to use windows explorer to move this one file to a new location that is shared by all the users you are going to have example You move the file to the shared H drive Donation Manual 96 4 Start the software At start up the software since you moved the back end database the software will not be able to find the dat
55. ondence Details I Relationships Email E3 Export to Excel E E Mail Create E Mails with the following All 36 Contacts AAi __ _ _ _T I mi mimi TEE Current List of 32 Contacts Select Contacts for this E Mail Create E Mail s Cancel By clicking the email button it lets you send emails to the entire list the current filtered list or selected contacts This could be one email with multiple email addresses or individual customized email templates Donation Manual 13 Letter Esl E port to Exce Create Letters with the following All 36 Contacts C Current List of 32 Contacts C Select Contacts for this letter Create Letter Cancel By clicking the letter button it lets you create Microsoft word documents to the entire list the current filtered list or selected contacts Quick search and filters Total Records 32 elite acai Search Contacts E Go ii Show All Records Y Filters This portion of the list screen allows for a Quick search example enter Tom and click Go to search for all contacts named Tom The quick search will search multiple columns it searches appropriate columns for each list screen Show all records will remove any filtering and show all the records Filters will bring up the filters screen to use a custom filter see the filter section for more details Total Records XXX
56. or an organization The contact is the most important entity in this software as almost everything revolves around a contact Data collected includes category user defined choices Note when setting up contact categories you decide which type of Name entry is most appropriate for each category For example you when you want a contact that is an organization you would want to choose the Name field name toggles between using prefix first MI last suffix and just one Name field depending on Category picked company addresses unlimited however only one is primary phone numbers unlimited however only one is primary email addresses unlimited however only one is primary Donation Manual 20 donor level up to 8 user defined ranges example donating 500 to 1000 qualifies you for Silver level status user defined choices type user defined choices employee source user defined choices next step user defined choices next step date groups user defined groups select all groups that apply to this contact Contact Misc Tab Els ee o BE Contact Smith Steve Go to i ll Save and New Save and Close Report E mail Letter Add to Mailing List Misc Activities Opportunities Donations Pledges Donation Summary Correspondence Notes Relationships Employment Info Job Title ER Manager gt Department Human Resources Manager oe Black As
57. ound in the evaluation At that point you can Donation Manual 87 enter you own data into the program E Mail Setup see section below on email setup This feature is only available in the Professional Version of the software Backup database clicking the Backup Database button will make a copy of the back end database in the current directory It s an easy way to backup the data Data should be backed up on a regular basis and moved to an external location if possible With the program closed you can also just copy the Donation accdb file this contains all your data to your backup location If you create extra word templates these should also be backed up Hide Show Areas see section below on Hide Show Areas This feature is only available in the Professional Version of the software Import Data this feature is used to import contact data from an Excel spreadsheet into the database The screen walks you through the process which is basically click a button and the program makes the Excel spreadsheet with all the exact column headings that are needed you then either get your data into this excel file or move the column headings to your excel file and putt all the data in the right places you click a button and it adds the new contacts to the database This can be used for initial setup fo the database to move contact data from your existing database or Excel spreadsheets or on an ongoing basis for example if yo
58. pes E Mail Setup _ m E Mail Setup Email S Contact Relationship Types Work Appeals mail Setup Contact Relationship Types Family Pledge Correspondence Types iene Contact Relationship Types Other r Backup Database m Campaign Info E ign Stati Backup Database m Activity Info Campaignstatus Times _ Funds Hide Show Areas a ___ActivityTypes_ r Event Info m Hide Show Areas Activity Purposes Event Status Hide Show Areas Activity Outcomes x m Invoice Info Import Data m Opportunity Info Products Import Data Opportunity Stages Import Data Misc Info States Contis OK the setup options screen is used for a variety of tasks Unlocking the Software Initially you download the evaluation version After you purchase the software via our website you receive a registration code in an email You then click on the Enter Registration Code button to enter you registration code and then activates the product and transforms the software into the version you purchased Optionally you can use the Remove Sample Data button to remove all the sample data found in the evaluation version of the software Note removing sample data will not remove certain drop down lists etc It will remove all the contacts and their related donations pledges etc that were f
59. sistant Suezones Salutation Addressee Manage Attachments and Images For Informal Correspondence Use For Formal Correspondence Use Salutation Steve Salutation Mr Smith Addressee e Addressee ee When contacting this contact Misc Email Email Welcome x Notes Details Marital Status Phone Phone Calls Welco Spouse Physical Mail po Not Mal e Gender Best Time to Contact afternoon Tr Nickname Preferred Method Phone Birthday The Misc tab is used for various other information employment info salutation addressee used in letter making When contacting this contact used to help with how you get in touch picture and or attachments misc other info Donation Manual 21 Contact Activities tab zaj Contact FE Contact Smith Steve Goto Save and New Save and Close Report E mail Letter Add to Mailing List General Misc Activities Opportunities Donations Pledges Donation Summary Correspondence Notes Relationships Open Activity Type Activity Date ActivityTime Contact Employee Completed Open Phone Call 12 8 2009 1 00 PM Smith Steve Stevens John Yes Open E Mail 12 16 2009 9 00 AM Smith Steve Stevens John Yes New Smith Steve No Show related activities you can open an existing activity or create a new activity for this contact Sorting and filtering also available on th
60. ss Than annah in Greater Than annon ge Between ichard 400 00 g Fund Mokwa Tom 500 00 g Fund Smith John 2 000 00 g Fund Smith Leslie g Fund Sullivan George g Fund Smith Steve g Fund Smith Steve ng Fund Smith Steve n on n m el fe r i m at ma 2 m Here we show filtering on a Numeric field Donation Amount Works similar to filtering on a text field except the filtering options are Equals Does Not Equal Less Than Greater Than and Between Donation Manual 80 Date Field Filter Show Hide Fields Ed Export to Excel Equals Does Not Equal Search Donations E Go Before ol Donation Amount After 1 13 20 Sort Oldest to Newest Between 12 28 KI Sort Newest to Oldest Tomorrow 12 9 20 Clear filter from Donation Date Today 12 8 20 Yesterday 11 17 20 8 5 20 Select All Next Week 8 5 20 Blanks This Week 10 4 2006 8 5 20 4 4 2007 Last Week 8 5 20 7 3 2007 Next Month 8 5 20 11 20 2007 This Month 8 5 20 2 1 2008 Last Month 8 5 20 5 16 2008 9 10 2008 Next Quarter eS M 1 8 2009 Mi This Quarter as Next Year 9 10 2008 300 00 Indivic This Year 5 16 20 ti 200 00 Indivic Year To Date 2 7 2008 400 00 Indivic Last Year 11 20 200 300 00 Indivic Past 7 3 200 250 00 Indivic i ae SS rr mm1 All Dates In Period gt Here we show filtering on a Date field Donation Date Works similar to filtering on a text field
61. st Name MI Last Name Suffix p Company Address Type Address 1 Address 2 City State Zip Postal Code Country Region rn bob lt Click on Show Hide Columns brings up a screen to allow you to show hide columns in the list Donation Manual 10 Export to Excel EJ 6 port to Excel Es Export to Excel Export the following All 36 Contacts C Current List of 32 Contacts C Select Contacts for this export Create Excel File Cancel Choose Export to Excel to create an excel file from the entire list the current filtered list or by selecting individual items The excel file will in some cases have more data than what is shown on the list screen example The contact export show various donation summary statistics that are not on the list screen Donation Manual 11 Report 8 Reports f orts CHOTL Bs Reports Report Contact Summary v Report Data All36 Contacts C Select Contacts for this report C Usea saved filter for this report Current List of 32 Contacts Report Sub Heading Create Report By clicking the report button from the contact list it brought up the report screen and by default it sets the report data to the current filtered list Donation Manual 12 Associated Contact Data to Show I Activity Details I Opportunity Details I Donation Details IT Pledge Details T Donation Summary I Corresp
62. t Other Info Campaign In Honor Of Event In Memory Of Related Pledge Annonymous No x Correspondence Acknowledgement Help on Correspondence Matching Donation Add a matching donation Correspondence Sentan acknowledgement letter gt EEE Correspondence Date 771372007 Acknowledged es Receipt Help on Receipts Letters Email sent for this donation double click to view Receipt Amount 33 00 Receipt bo Template Date Time Notes Here is an example of opening a donation that is in a batch that has been posted locked The critical fields such as dates amounts funds and contact are locked down so they can t be changed The batch name shows at the top of the donation Note when trying to change information on any list of donations this same type of lockdown is also in effect Example the donation list on the contact screen campaign screen event screen or main donation list if you try and adjust the donation amount you will not be able to make the change Donation Manual 39 QuickBooks Integration Delete Batch Go to I ll Save and Close Batch Settings amp UnPost Batch EE Add to Batch amp Export Batch to Excel or Quickbooks Donation Enter donation information and click the Enter button Repeat process to enter all donations for this batch Type of Export C Export to Excel xls OK Cancel Fund Contact
63. t side of the screen you can test these settings by sending a quick test email by using the right side of the screen If the test email works your email settings will work for the program This feature is only available in the Professional Version of the software Donation Manual 89 How to setup email if you use Outlook Express donation Properties General Servers Connection Security Advanced Server Information Account name Password Incoming mail POP Incoming Mail Server Outgoing Mail Server My server requires authentication My incoming mail server is a For3 server mail rptsoftware com Outgoing mail SMTP mail rptsoftware com EEE donation rptsoftware com Core OOOO Remember password C Log on using Secure Password Authentication Settings If you use Outlook Express to read send email you can do the following to get your email settings 1 Got Tools Accounts on the top menu 2 Double click or select properties for the desired Mail account a new screen will open 3 Select the Servers tab you should be looking at a screen like the screen shot above 4 Your Outgoing mail SMTP is the mail server you want to enter 5 Type is usually Auth Login 6 For username and password see the username password used at the very bottom in the Outgoing Mail Server Settings Donation Manual 90 Hide Show Areas 1
64. the batch this will then change details of what happens when new donations are entered click Post Batch to lock the batch see below of screenshot after Posting Batch click Add to Batch to add individual donations that already exist and are not currently in a batch to the existing batch Note a donation can only be in ONE batch click Export Batch to Excel or Quickbooks to export the batch to an Excel spreadsheet or a Quickbook iif file see the secdtion on Quickbooks for more detailed info on how the Quickbooks integration works Donation Manual 37 Delete Batch Goto I ll Save and Close Batch Settings f UnPost Batch EE Add to Batch amp Export Batch to Excel or Quickbooks Donation Enter donation information and click the Enter button Repeat process to enter all donations for this batch Batch is Posted Locked Click UnPost Batch to unlock this batch for editing Donations for this Batch Enter additional details here if needed or open donation to view edit details Open Remove Donation Date gt Donation Amount Donation Type Fund z Contact fa Open Remove 4 4 2007 500 00 dual Contributions Building Smith Steve Remove 7 3 2007 250 00 dual Contributions Building Smith Steve Remove 11 20 2007 300 00 Pledge Payment Building Smith Steve Remove 277 2008122 400 00 rate Contributions Building Smith Steve Remove 5 16 2008 200 00 Pledge Payment General Smith Steve Remove 9 10 2008 30
65. this will always display how many records you are currently viewing If the Show All Records is visible you are not looking at all the records the list has been filtered by quick search a simple filter or an advanced filter Donation Manual 14 Simple Filtering and Sorting Address2 e AA State Zip Postal C Everett SortAtoZz dg Seattle Zi Sort Zto A foc x lo Equals Text Filters gt Does Not Equal Select All A Begins With Blanks 7 Does Not Begin With Te Chicago I Contains Duvall Does Not Contain Everett a Everret Houstan Issaquah V Los Angelos vl Ends With Does Not End With Every column in a list screen has a little arrow on the right side of the column By clicking that arrow you bring up the filtering and sorting options available In this example you are filtering on City which is a text field and allows for sorting and text filtering Equals Does Not Equal Begins With etc Numeric and Date fields have different types of filtering capabilities Also if there are not too many unique values you will see a check box list of items that you can select to do filtering Overall simple filtering is a very powerful feature to do simple analysis of your data Donation Manual 15 Opening a list item to show the details BE Contacts New Contact Show Hide Fields EI Export to Excel naar mlsearch Co
66. ts Edit mail list Add new mail list Delete mail list Mail List Monthly Newsletter Mail List Description This mail list is used for contacts that should get the monthly newsletter Recipients 3 Recipients were first added to this list 1 day ago To use a mailing list it s easiest to just give you some examples There are three types of mailing lists contact donation and pledge Example 1 Setup a contact mail list called Monthly Newsletter Mail List and use it to send a monthly email newsletter To setup the mail list goto the letters screen shown above click add new mail list enter the type contact enter the name Monthly Newsletter mail List enter the description This mail list is used for contacts that should get the monthly newsletter click ok to save the mail list Now we goto various contacts during a three week period and click the Add to Mailing List button and add them to this mailing list Donation Manual 72 So after three weeks we added let s say 25 contacts to the mailing list Now we are ready to generate the monthly newsletter by doing the following goto the email screen shown above select the mail list it should show there are currently 25 recipients the bottom of the screen will show that they were first added three weeks ago click the create email for mail list receipients button this will launch the normal email merge process described
67. u get contact data every so often and need to add it to the database Note for a more complicated data conversion or interface with other systems please contact RPT Software for help Drop down Maintenance This area has all the drop downs and other information that can be customized About 90 of these buttons can also be done directly from the details screens Donation Manual 88 Email Setup Email Setup 7 z9 5 Email Setup Server mail rptsoftware com Mail From donation rptsoftware com Authentication settings Send To Type Auth Login v Message Subject Test email Username donation rptsoftware com Message Text Ee e r Password zu POP3 Server NOTE The default settings of Send a Test Email Server mail rptsoftware com Username donation rptsoftware com Password donation Status Can be used to evaluate the product however once you purchase the product you should use your own email settings to send mail We cannot guarantee that these default settings will work Please test sending an email See http Awww donationamanagementsoftware com for more info on how to configure email settings OK If you want to use customized email templates and have this software send emails you must first do email setup By default we supply a set of email credentials however we only allow up to 5 emails to be sent out at one time After you supply your email server settings on the lef
68. use problems with your Email provider and could cause problems with organizations you are sending the emails For large email blasts try an email service like Constant Contact Contact RPT Software for more information if needed Donation Manual 67 Creating an email a E Mail Templates Creating E Mail for 1 Contact HTML Newsletter Sample Record correspondence Yes vw Add New Template Modify the Template Delete the Template Ok Send E Mail Preview E Mail Close Form There are a few different ways to create emails from data in the database 1 Simple emails vs Customized email templates When you click the E Mail button anywhere through the software it will ask if you wantto use a customized e mail template If you choose yes you will see the screen above If you choose No the program will try and launch a regular email using your default e mail client and try and fill in the to email address with the appropriate email address es Select E Mail Template Customer E Mail Sample If you choose yes to using a customized email template continue reading There are three types of customized email templates 1 Contact Related Emails You can create contact related emails from the contact list screen or from the contact details screen Example 1 You filter the contact list screen to give you a list of 50 contacts and then you click the email button to create 50 individual emails

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