Year-End Procedures & Reports Checklist
Contents
1. Completed By Completion Date O Recalculating Gift Totals O Duplicate Donor Maintenance O Inactive Donor Maintenance Defined Filters O Reviewing and Deleting Unneeded Custom Reports and User O Code Maintenance Reports O Year End Tax Letter O Donor Recognition Report Annual Statement Report O Gift Listing Report CO Income Analysis with Gift Splits Fiscal Statistical Tabulation Report Comprehensive Donor Revenue Analysis Report Pledge Delinquents Report December 2010 Page 132. 00 e 28 33 0 00 100 00 ED Education 10 00 24 99 0 0 00 1 0 o 15 00 0 00 e 15 00 0 00 100 00 Total 0 0200 1 o 15 000 0 00 15 00 0 00 100 00 ME Membership 25 00 49 99 0 0 90 0 1 100 00 0 00 4000 100 00 0 00 40 00 0 50 00 99 99 0 000 0 1 100 00 9 00 75 00 100 00 0 00 75 00 0 Total 0 0 00 0 2 100 00 40 000 115 00 100 00 0 00 57 50 0 UN Unrestricted 200 00 499 99 0 0 00 0 9 100 00 0 00 2 900 00 100 00 0 00 211 11 0 1 000 00 9999 99 0 0 90 0 1 100 00 9 90 5 000 00 100 00 0 00 5 000 00 0 Total 0 0 00 0 10 100 00 490 00 26 900 00 100 00 0 00 690 00 0 GRAND TOTAL 0 0 00 4 12 66 67 100 00 7 015 00 98 57 25 00 584 58 95 72 Statistical Tabulation Report O COMPLETED BY COMPLETI ON DATE This flexible report provides a summary of the income received based on a date range you specify segmented according to almost any field in the system A particularly helpful way to use this report is to segment according to Solicitation This yields a report such as the one shown below which enables you to compare the performance of your various fund raising efforts over the period The Statistical Tabulation Report is invoked on the Financial Reports screen accessed by clicking Reports in the Navigation Bar and Financial in the Reports menu Select General Reports in the Select a Category area and Statistical Tabulation in the Select a Report area S
3. DATE At the beginning of each fiscal and calendar year the fields that are automatically calculated by DonorPerfect Online e g year to date total number of gifts grand total giving prior year totals etc need to be recalculated DonorPerfect automatically recalculates these system defined calculated fields on January 1 of each year However if your fiscal year does not coincide with the calendar year you need to manually invoke the recalculation at the beginning of your fiscal year To recalculate system defined gift totals click Utilities in the Navigation Bar and Recalculate in the Utilities menu to open the Recalculate Database screen Click the Recalculate Gift Totals button The system will execute the recalculations and display a message when they are complete Similarly to be sure that Pledge Delinquents Report discussed below is up to date click the Recalculate Pledge Balances and Delinquent Amounts button on the same screen er Note The Date field field name GIFT_DATE drives the various giving total fields Thus if you receive checks in January that are dated in December entering them with a December date will credit them to the year just past Finally you should recalculate the user defined Calculated Fields Click the Recalculate All User Defined Calculated Fields button on the Calculated Fields list screen The Calculated Fields list screen is accessed by clicking Settings in the Navigation Bar and Calcu
4. amp Mrs Kelly Stark 325 00 2 3 18 2009 34 Mr amp Mrs Les Steitz 325 00 2 3 18 2009 33 Mr amp Mrs Steve Stern 575 00 3 3 18 2009 Patrons 1 000 00 to 2 499 99 71 Ari Fisher 1 000 00 1 2 17 2009 101 Mr Dave Polk 1 100 00 2 3 18 2009 Totals No of Donors 9 No of Gifts 14 Total Amount 3 650 00 Average Gift Size 260 71 Export Options l Default Mailmerge mailmerge shared x Add New Template Export to Excel Instant Mailmerge 12 What s This December 2010 Page 7 DonorPerfect Online Recommended Reports Annual Statement Report O COMPLETED BY COMPLETION DATE The Annual Statement Report displays a list of all donors who donated during a specified time period and the details of their giving during that period You can choose to include Soft Credits in the report and print it with one donor per page which can be particularly helpful for solicitors during one on one interactions with donors The Annual Statement Report is invoked on the Financial Reports screen accessed by clicking Reports in the Navigation Bar and Financial in the Reports menu Select General Reports in the Select a Category area and Annual Statement in the Select a Report area An example of the Annual Statement Report printed in list form is shown below Annual Statement 0101 2009 to 12 31 2009 Constituent Name Date GR Type Amount Receipt Number rroll Jan One flintstone drive 10 12 2009 Mastercard 100 0
5. membership categories send out different thank you letters or have other means for recognizing donors based on donation levels The Donor Recognition Report can be run at either the fiscal or calendar year end The Donor Recognition Report is invoked on the Financial Reports screen accessed by clicking Reports in the Navigation Bar and Financial in the Reports menu Select General Reports in the Select a Category area and Donor Recognition in the Select a Report area You first enter the date range for the gifts that the report will cover and then specify the range and name for each giving level Depending on whether the report is intended for internal usage or external publication you can choose to include or not include the gift amounts and gift totals in the report An example of the Donor Recognition Report including the gift amounts and totals is shown below Refer to the Donor Recognition List flash video in the DonorPerfect Online Document amp Video Library for detailed information on producing the donor recognition list Donor Recognition report from 01 01 2009 to 12 31 2009 Report created on 11 17 2009 Donor Id Donor Name Gik Total No of GiRs Most Recent Gift Friends 0 00 to 249 99 12951 Janet Carroll 100 00 1 10 12 2009 35 Mr amp Mrs Hans Delbrook 75 00 1 2 17 2009 36 Mr n h 75 00 1 2 17 2009 31 Mr Wavelene Stevens 75 00 1 2 17 2009 Supporters 250 00 to 999 99 32 Mr
6. over the year should be sent out in January to support the donor s need to submit his calendar year based tax returns On the other hand the Pledge Delinquents Report which lists delinquent pledge balances should be run at the end of your fiscal year to help your accountant determine the extent of the write offs of the recetvables that must be taken The discussion provides a suggestion as to which type of year the step is most applicable The remainder of this document addresses Recommended Procedures Recalculating gift totals pg 2 Duplicate donor maintenance pg 3 Inactive donor maintenance pg 3 Custom report and user defined filter maintenance pg 4 Code maintenance pg 5 Recommended Reports e Year End Tax Letter pg 6 December 2010 Page 1 DonorPerfect Online Procedures e Donor Recognition Report pg 7 e Annual Statement Report pg 8 e Gift Listing Report pg 9 e Income Analysis with Gift Splits Fiscal Report pg 9 e Statistical Tabulation Report pg 10 e Comprehensive Donor Revenue Analysis Report pg 11 e Pledge Delinquents Report pg 12 Checklist Summary Sheet pg 13 Within each of the following sections we have provided references to additional information either in the Document amp Video Library on the DonorPerfect Online web site or in the appropriate written documentation Procedures Recalculating Gift Totals O CompLerepBy_ COMPLETION
7. 0 Verona NJ 07044 Sub Total 100 00 Delbrook Hans 35 2730 36th Street Sw 2 17 2009 Check 75 00 Wyoming NJ 07509 Sub Total 75 00 LGI 507 Hampton Hill 2717 2009 Check 1 000 00 Morris Springs NJ 04802 Sub Total 1 000 00 Polk Dave 101 653 Ice Road 3 18 2009 Check 100 00 Trenton NJ 45302 Credit Card 2 19 2009 Insta Charge 1 000 00 Sub Total 1 100 00 tark Kell 2 5 1665 32nd Avenue 3 18 2009 ce eas 250 0 Hudson Creek N 23426 Insta Charge 2 17 2009 Check 75 00 PEA fat OP BPAL LEP wpb ALEPPO T AL SPOONS p PLA FOVUD ALL PL LLIOD SL NS Refer to the Flash Video Reporting the Financial Year in the Document amp Video Library in the Clients area of the DonorPerfect Online web for more information on producing the Annual Statement Report December 2010 Page 8 DonorPerfect Online Recommended Reports Gift Listing Report O COMPLETED BY COMPLETION DATE The Gift Listing Report displays all gifts received during the time period that you specify The default order for the report is according to Donor name However as with other reports you can change the sort order by clicking on the column heading of the field by which you want to sort Thus for example you can easily view the larger gifts by clicking on the Amount column heading as we have done in the example of the report shown below The Gift Listing Report is invoked on the Financial Reports screen accessed by clicking Reports in the Navigati
8. Year End Procedures amp Reports Checklist DonorPerfect Online SofterWare Inc DonotrPerfect Online December 2010 DonorPerfect Online Introduction Year End Procedures and Reports Checklist Introduction While many of the procedures and reports discussed below are used throughout the year this document focuses on those procedures we recommend that you perform and the reports we suggest that you run at the end of the year both fiscal and calendar Year End Fiscal Versus Calendar The fiscal and calendar years are the same for many organizations Therefore if such is the case there is only one year end at which the steps in the following checklist need be applied You can check the General Parameters screen click Settings in the Navigation Bar Parameters in the Settings menu and General Parameters on the Parameters screen to determine the starting month for your fiscal year If the Fiscal Year Begins field specifies O01 your calendar and fiscal years are the same If however your fiscal and calendar years are not the same you may have to perform somewhat different steps at the end of each In making your decisions as to which steps to perform you need to keep in mind that the fiscal year is part of your n ernal structure Since donors usually operate on a calendar year basis your fiscal year is generally not of great interest them Thus for example the Year End Tax Letter which summarizes the donot s giving
9. automatic removal option can be used to automatically combine duplicates for a group of donor records Refer to the Duplicate Removal section in the DonorPerfect Online User Manual for more information on duplicate maintenance Inactive Donor Maintenance O COMPLETED BY COMPLETION DATE The end of the year is also a good time to address the question of inactive donors i e donors who have not donated for some period of time Inactive donors cause your organization to spend money unproductively for printing and mailing expenses Thus it is in your best interest to identify and deal with such donors You can determine which donors are inactive by running a report or mail merge using a filter which looks for all those donors whose last donation was prior to some specified date For example if you were running this report at the end of 2009 you might use the filter DP LAST_CONTRIB_DATE lt 12 31 2005 to find donors who have not given in the previous four years Once you have identified the inactive donors you can do the following December 2010 Page 3 DonorPerfect Online Procedures e Obviously you would like encourage inactive donors to start donating again Thus you might send them a special solicitation letter which thanks them for their past support and reasserts the importance of your organization to the causes in which they believe as well as the importance of their donations to your organization e Some of t
10. e not in use If you attempt to remove a code that has been used in a record you will receive a message stating that the code cannot be removed because it is in use Code maintenance is performed in the Code Maintenance screen which you access by selecting Settings in the Navigation Bar and Code Maintenance in the Settings menu There you can edit make inactive or delete codes as needed Refer to the Code Maintenance section of the DonorPerfect Online User Manual for more information on code maintenance Recommended Reports There are several goals for running specific reports at the end the year e To provide information at the end of the calendar year to support donor tax return filing requirements and donor giving recognition activities e To provide a basis for the reconciliation between DonorPefect Online and your organization s accounting system that will be performed by your accounting department or outside accountant Such reconciliation would be done at the end of your fiscal year e To provide an analysis of your organization s fund raising performance over the past year so that you can make any needed modifications in your operations for the coming year Such an analysis would be done at the end of whichever type of year your organization uses for the purpose of planning its activities The reports that we recommend you run at the end of the year are briefly described below Bear in mind that this is a list of the repor
11. he Pledge Delinquents Report is invoked on the Financial Reports screen accessed by clicking Reports in the Navigation Bar and Financial in the Reports menu Select Pledge Reports in the Select a Category area and Delinquents in the Select a Report area An example of the Pledge Delinquents Report is shown below Pledges Delinquents NAME meoseamt BILL a 1 HOME PHONE STARTOATE RECEIVED SOLICIT Adams McKinley 45 Adams Mekint 2 4 2008 25 000 00 12 500 00 BF 3 8 2009 0 00 ee 12 500 00 12 500 00 PERS 2 28 2010 215 622 8377 12 500 00 Annual 12951 10 12 2009 200 00 CF 0 00 Janet Carroll 30 00 170 00 2 28 2010 970 00 Annual 81 9 23 2009 250 00 125 00 CF 0 00 PLANA DaT 7 Seat Pap plap pt pert Pt ppp pw SQA ppSPOPD GPO L OP Ah PERI MH PtP UN Eao b flr bob Jy gt gt gt gt Ney wuarcerty va A 111 Dr Leah Zi 8 25 2009 750 00 250 00 OR 8 25 2009 0 00 500 00 250 00 2 28 2010 864 555 1212 250 00 Monthly Summary Number of Pledges 18 Total Written Off 0 00 Total Amount Pledged 678 300 99 Total Balance 644 823 55 Total Amount Received 33 477 44 Total Delinquent 166 315 24 Export Options Detoutt Financial financial shared Add New Template _Exportto Excel F include Pledge Data for Pledge Payments Instant Mailmerge ja December 2010 Page 12 DonorPerfect Online Checklist of Recommended Year End Procedures and Report Procedures
12. he heretofore inactive donors will react positively to this special solicitation Those donors that remain inactive should be tagged as such by setting the Do Not Mail field on their Main screens and entering the Reason as Inactive You may have to add the Inactive code to the NOMAIL_REASON field Future mailings will thus not include the inactive donors e The question of actually de eting inactive donor records from your database is a matter of organization policy You may want to delete records for donors who have been in your database for some extended time period but who have never donated However deleting donors who have donated at least once in the past should be done only with great care and consideration Reviewing and Deleting Unneeded Custom Reports and User Defined Filters O COMPLETED BY COMPLETION DATE Over time you may have created custom reports and user defined selection filters that are no longer needed and therefore should be deleted First preview or print the custom reports that are candidates for removal If you are not sure if other people may need a particular report query staff members Each user should also review all of his saved user defined filters Custom report and selection filter maintenance can be done at the end of either your fiscal or calendar year or both if they differ Note You should always make a backup of DonorPerfect Online before deleting any data To delete a custom rep
13. ill create the personalized tax letters by merging the exported file with a mail merge letter template in your word processor A sample year end tax letter is shown below Refer to the Instructions for End of Year Mail Merge nith Gift List document or the Year End Tax Letter video in the DonorPerfect Online Document amp Video Library for detailed information on creating Year End Tax Letters The Honest Politics Foundation Non Profit Tax Exempt Organization 1011 Longworth H O B Washington DC 20515 Phone No 215 555 1212 http www honestpolines org NAAN OANA November 17 2009 Susan Gallop 212 Bullens Lane Voodlyn Pennsylvania 19094 Dear Susan Thank you for your generous support during 2009 including the following gifts NAAN AAA MANIA AER EA A BRAMAN ANNI A Date Gift Amount GL Code Type of Gift Check Refe 07 08 2009 100 00 Education Check Visa 08 20 2009 1 00 Education Cash 06 26 2009 50 00 Disaster Relief Cash 09 22 2009 520 00 Building Fund Check ck 2345 11 06 2009 150 00 Unrestricted Check ck 4567 Total 621 Sincerely PPOPPA AD pBAL DIA FA fOLP LD LI SLOL POLES FOOL ARLEN AP 0 GAP ff LOOP as flO foo December 2010 Page 6 DonorPerfect Online Recommended Reports Donor Recognition Report O COMPLETED BY COMPLETION DATE The Donor Recognition Report provides a listing of donors grouped according to giving levels that you specify This report is particularly useful if you establish different
14. lated Fields in the Settings menu December 2010 Page 2 DonorPerfect Online Procedures Refer to the Recalculations and Calculated Fields sections of the DonorPerfect Online User Manual for more information on running recalculations Duplicate Donor Maintenance O COMPLETED BY COMPLETION DATE It is important to regularly check for and remove duplicate records from your donor database This will help reduce printing and mailing costs and enable searches and reports to run more efficiently Duplicate maintenance is especially useful after you import donor records into the system and before you send your year end communications It is a good idea to perform duplicate maintenance at the end of both the calendar and fiscal years if they differ To check for duplicates click Utilities in the Navigation Bar and Duplicate Removal in the Utilities menu to open the Duplicate Removal screen There you have the option to scan for and report on duplicates based on a comparison of as many as 10 fields including last name first name address etc that you select In addition in each of the selected fields you can specify the number of characters to be used in the comparison You can choose to remove duplicates manually by clicking either Simple Combine or Advanced Combine ot automatically by selecting Auto De Dupe The two manual removal options enable you to control how the duplicate records will be combined The
15. nst that of the prior fiscal year The report displays the number amount average size and percentage change of the gifts given during the current and previous periods In addition the gifts are segmented according to a field you specify such as GL or Campaign Finally the gifts are further segmented according to gift amount levels or splits that you also specify The Income Analysis with Gift Splits Fiscal Report is invoked on the Financial Reports screen accessed by clicking Reports in the Navigation Bar and Financial in the Reports December 2010 Page 9 DonorPerfect Online Recommended Reports menu Select General Reports in the Select a Category area and Income Analysis with Gift Splits Fiscal in the Select a Report area An example of the Income Analysis with Gift Splits Fiscal report is shown below Refer to the Flash Video Reporting the Financial Year in the Document amp Video Library in the Clients area of the DonorPerfect Online web for more information on producing the Income Analysis with Gift Splits Fiscal Report Fiscal Year Income Analysis with Gift Splits By GL_CODE for period ending 12 31 2009 NUMBER OF GIFTS AMOUNT AVERAGE GIFT Code Description Splits December December vrg Last gchange YTD LastYear Change YTO Last Year Change Gifts Amount _Year BF Building Fund 25 00 49 99 0 0 00 3 435 00 0 00 28 33 0 00 100 00 Total 0 0 00 3 o 35 000 0
16. on Bar and Financial in the Reports menu Select General Reports in the Select a Category area and Gift Listing in the Select a Report area Refer to the Flash Video Reporting the Financial Year in the Document amp Video Library in the Clients area of the DonorPerfect Online web for more information on producing the Gift Listing Report Gift Listing 01 01 2009 to 12 31 2009 g 4 z Date Donor ID GL Code Amount Receipt Number Gift Typ 3 8 2009 Home Depot 90 Unrestricted 150 000 00 Ged 3 8 2009 Kashub Jonathan 93 Unrestricted 50 000 00 3 8 2009 Humphrey Jon 91 Unrestricted 50 000 00 TLN 2 17 2009 Cohen Evan 81 Unrestricted 15 000 00 3 8 2009 Adams McKinley fies Credit 7 CANOA 45 Building Fund 12 500 00 3 7 29 2009 Gartner Thomas 255 10 000 00 3 18 2009 Specter Arlen 105 Building Fund 5 000 00 Amerig 3 8 2009 Honest Politics Campaign Credit Foundation The 44 Finance Reform 5 000 00 1 8 2009 Honest Politics Campaign Credit Foundation The 44 Finance Reform 5 000 00 lt 2 17 2009 Dunn Jack 85 Unrestricted 5 000 00 4 8 28 2009 Gilbert Michael 262 Unrestricted 2 000 00 S A 19 5 3093 see Beale LAS LM tS OF 4 at SIA Gt hrf ree Pr APA LA LL LL HL AS Income Analysis with Gift Splits Fiscal O COMPLETED BY COMPLETION DATE The Income Analysis with Gift Splits Fiscal is a very handy report for comparing your fundraising performance in the latest fiscal year agai
17. ort click Reports in the Navigation Bar and Custom Report Writer in the Reports menu to open the Custom Report Writer screen Click Delete next to the custom report to be deleted and OK to confirm the deletion Refer to the Custom Report Writer section of the DonorPerfect Online User Manual for mote information on deleting custom reports To delete a filter click Settings in the Navigation Bar and Filters in the Settings menu to open the Filters screen Click Delete next to the filter to be deleted and OK to confirm the deletion Refer to the Managing Filters section of the DonorPerfect Online User Manual for more information on deleting user defined Filters December 2010 Page 4 DonorPerfect Online Recommended Reports Code Maintenance O COMPLETED BY COMPLETION DATE The end of either the fiscal or calendar year or both is a good time to review the codes used in your system and perform needed maintenance Such maintenance would include e Setting as inactive codes that are no longer likely to be needed in coming years such as Solicitation Codes for prior years solicitations A code that has been tagged as inactive will still appear in the donor records and in reports but not in the pull down menus and other selection screens e Deleting codes that have not been used in donor records Before deleting any codes be sure to run a report with an appropriate selection filter to insure that the codes to be deleted ar
18. rovide an overall perspective of the performance of either all or a selected portion of your constituent database The Comprehensive Donor Revenue Analysis Report is invoked on the Financial Reports screen accessed by clicking Reports in the Navigation Bar and Financial in the Reports menu Select General Reports in the Select a Category area and Comprehensive Donor Revenue Analysis in the Select a Report area An example of this report is shown below Comprehensive Donor Revenue Analysis as of 12 31 2009 Active Donors Number of Active Donors Ad AAA NAN EAA Revenue Per Donor Year to Date Revenue Per Gift Average Gift loisPerOwer SSCS COLETA T S SCC e A INanberofRetenedBonore Sid e Retained Donor Revenue 3 550 00 950 00 Revere per Rtsred Dover E ar Os e ST NanberotNewDoners SSCS CC TB ORR EYEE pp ete paf POLL LI ILL DP PRL Lm POA ad DORG po pet ort p LEPY phage Fe bs December 2010 Page 11 DonorPerfect Online Recommended Reports Pledge Delinquents Report O COMPLETED BY COMPLETION DATE The Pledge Delinquents Report provides detailed information on all pledges that are delinquent as of the date the report is run The report can be used to determine which donors may need a special reminder letter or call regarding their delinquency Thereafter the Delinquent Amount and Last Paid columns among others will be helpful in assessing which pledges should be written off and by how much T
19. tatistical Tabulation Report for 01 01 2008 12 31 2008 SOLICIT_CODE Count of Donors countofGifts Average Amount Total Amount Auction 2008 4U08 2 2 250 00 500 00 Bowlathon 2008 BW08 5 5 520 00 2 600 00 Fall Banquet 2008 FB08 1 1 200 00 200 00 Gala 2008 GLO8 6 6 200 00 1 200 00 Membership MEMB 2 2 57 50 115 00 Spring Mailing 2008 SM08 1 1 5 000 00 5 000 00 Grand Totals 17 17 565 59 9 615 00 Note This amount indicates the average amount of all gifts rather than the sum of all average gift amounts December 2010 Page 10 DonorPerfect Online Recommended Reports As with other reports if you click on the blue hyperlinks in the Total Amount column you will see a listing of the detailed gifts comprising the totals Refer to the Flash Video Reporting the Financial Year in the Document amp Video Library in the Clients area of the DonorPerfect Online web for more information on producing the Statistical Tabulation Report Comprehensive Donor Revenue Analysis Report O COMPLETED BY COMPLETION DATE The Comprehensive Donor Revenue Analysis Report provides a very detailed and helpful review of donor giving This report displays a state of the database analysis with 26 measures of activity for four classes of donors active retained new and reactivated over a three year period The Comprehensive Donor Revenue Analysis report is particularly useful at the end of each year in that it can p
20. ts we believe will be of the greatest use to you at year end The particular needs of your organization will of course dictate the actual reports you run and when you run them Refer to the appropriate sections of the DonorPerfect Online User Manual for detailed information on each of the recommended reports Additional references are listed below as appropriate for individual reports December 2010 Page 5 DonorPerfect Online Recommended Reports Note that it is critical that you are aware of whether or not the end of year recalculation discussed above in the Recalculating Gift Totals section has been performed when you run the following reports This is because many of the reports require you to specify the year for which you want totals and counts the current year or the prior year Year End Tax Letter IRS Reporting Requirement O COMPLETED BY COMPLETION DATE Many organizations send each of their donors a letter during the month of January that itemizes all of the gifts from the donor during the previous tax year While not always required by the IRS such a letter is a convenience for the donor during tax preparation time and serves to remind donors of the importance of their contributions to your organization To create the Year End Tax Letter you will first use the DonorPerfect Online mail merge function to export a file containing information on each donor who donated during the calendar year of interest Then you w
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