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Honor Roll User Manual

1. I enter comments for an organization Enter free format text in this com ments area Yes To enter comments for an organization click on the Comments tab Enter free format text NL oar cay Bes SE oa GENI el Cem num How do I create and save correspondence for an organization Enter subject when prompt ed Type the letter Note icons and menus of the word proces Click PRINT to print the letter Honor Roll Call includes a word processor wi documents and envelopes as well as letters to organizations ich allows you to create mail merge This section contains a description of creating a letter through the Organization screen For more information on mail merge letters see the chapter on Correspondence To write a letter to an organization find the record Click on the Letters tab Click ADD LETTER button Next enter the Subject of the Letter and click OK You are now in the word processor and you can compose your letter Select File gt Print to print your letter Click OK to return the Edit Organization screen BUB Ton a uae rer Vu IN Pm e r eT ste De ELL r ee Tum 27 ire mem ETSI del Dum esty pepe en t E aa CG Comer S emesen 88 9 ons
2. ie 39 How do enter a donation that is non tax deductible Enter the total amount of the contributions Enter a description of what they received and the associated value of that item Ifa person receives something of value for their donation then it is not tax deductible However you may still enter these monies in Honor Roll These are called Quid Pro Quo donations in Honor Roll As an example let s say your group is selling T Shirts and all the proceeds go to your group The value of the T shirt is 15 There are two different ways you can enter this donations The first method is using the area on the donation Screen The second is using a taxable fund from the chart of accounts QPQ Area 1 Enter the Last Name or portion of the last name of the donor Press tab or use the mouse to leave the field A list of people with that last name is displayed Double click on the appropriate person 2 Enter the Donation Date if it is not the same as the batch date 3 Enter the Total Amount given by the donor In our example this would be 850 4 Enter the Check Number The check number is not a required field If you do enter a check number the Donation Type will be set to check 5 Enter the item received by the donor in the Item field In our example this would be a T shirt 6 Enter the value This is the actual value of the T shirt 15 Since ou
3. 86 Enter pledge fund infor mation First use the drop down box to select either the Fund Name OR Account Number Ifyou selected a fund name the associated account number will be returned If you selected the account number the fund name will be returned Next enter the Start Date and End Date Please note that once a pledge fund has been created the start date may not be changed Ifyou have a target goal for this pledge drive you may enter the Fund Goal in this field The pledge progress summaries will use this amount to calculate the percentage of goal reached The Fund Type is a free format field you can use to describe the pledge fund Click OK to save the informati Click OK amp Next to enter another pledge fund Main Menu To create the pledge fund select Pledges gt Add Fund from the menu The Pledge screen is displayed CE Click t0 eS mE ave T CES m mes ee a e a First use the drop down box to select either the Fund Name OR Account Number Ifyou selected a fund name the associated account number will be returned If you selected the account number the fund name will be returned Next enter the Start Date and End Date Please note that once a pledge fund has been created the start date may not be changed Ifyou have a target goal for this pledge drive you may enter the Fund Goal in thi
4. TS 7 a pledge to make modifications to it Highlight the edge and click a E EDIT or click o O Si DELETE to de lete the specific pledge Find by Donor Name If you d like to find the individual pledges based on the donor name select donor in the Find By criteria drop down then enter the name of the donor Click SEARCH or hit the return key Double click on the appropriate pledge The Edit Pledge screen is displayed allowing you to change Start and End Dates Pledge Amount and Payment Period If you would like to delete this pledge simply click the DELETE button and the pledge will be deleted 93 Can I email the folks who pledged to a fund Yes To send an email to all the people who pledged to a fund select Pledge gt Pledge Maintenance from the main menu Highlight the appropriate pledge fund then click Email from the Action bar on the right nn uaa s m Cmm Click Email Gest anaana 3 C La Cad Gee Geo Cul The email editor is displayed Compose your email Click SEND One email per pledger will be sent At the end a log file will be displayed showing which email address was used and if any send errors occurred Compose email 1 iiw names s sp Goel arr Saiten You can also email from the Edit Pledge Fund screen
5. and desired sort order iC Eum mem Even eere oseane re om im See i Click on Report re d rem J button to sults Bw e TE Yeon the ac OE ee tion imm x C Cee Dmm 69 How find donors who have given over a certain amount Highlight Donors over X amount Click on the columns tab Select the fields you want on the report The Donors over X Amount report lists the donors that meet the specified amount criteria for the date range funds and associations selected To run this report Select Reports and Labels Donation Reports from the main menu Click Donors over X Amount on the left sidebar Enter the amount criteria Enter the date range funds to include and donors to include Click on the columns tab Select the fields you d like displayed on the report and indicate the sort order Click GENERATE As an example let s say we d like to know all donors who have given over 100 regardless of to which fund or if they are people or organizations Enter the Rm TT amount oti ganar criteria Wm 1 EL ma funds and donors you d like to con sider al p n Cte Select the sort pro roe em D non E ranis E estote om LI Er senate T cma 70 Report out put
6. 1 Select Style gt Borders to modify the types of border included in the report 2 Select Style gt Presentation to pick a certain presentation 3 Select Style gt Right Left Justify to change the justification of a column How do print the report To send the report to the printer select File Generate The print dialog box will be displayed so you may choose your printer IT you d like to save the report to a file select File gt Destination Change the destination to a Disk File Then select File Generate from the menu A file dialog box will be displayed so that you can save this report as a tab delimited text file These types of files can easily be imported into 3 party programs Can use the report again Note the name of the report you saved Once you ve created the report you ll want to save the template so it can be used again The template is the columns and the formatting options that were selected Select File gt Save from the quick report menu You ll be asked for a file name and location Give the report a name that is meaningful to you Once you close the quick report editor window you ll see the report listed in the Tables and Templates window Highlight the name and click EDIT to modify or PRINT to send it to the printer CHER Cm To run the report again select Reports gt Quick Reports and Labels from the main menu From the Tables and Template window highlight the repor
7. number required by your host ine ene User ame Pasaoardif rour dlc ma sama recs uration 5 Your outgoing mail host provider may require that outgoing emails are served through a specific port number Enter that Port Number Honor Roll by default uses Port 25 Preferences To set certain defaults for addressing and label options 1 Goto Admin gt Preferences 2 Select the format for your letters and labels to be addressed to the individual or to the family Mark if you d like Mark if you d Preterencs ze nF WR ro use th postal Set addres block preferred fant mes to the ora inal the your labels individual plus the dresses adress Block Hames spouse Postal Preto tele 71 aay aes geren Maes C1 ans like Honor Roll to determine the current address and use it Enter the description C CO Chart of Accounts Before you begin entering your donations you ll need to have your Chart of Accounts set up The Chart of Accounts is the list of funds that people can donate to 1 Select Donations gt Chart of Accounts from the main menu A window will be displayed with the existing funds Note that General already exists Do not delete this account Honor Roll expects this fund Click ADD ACCOUNT to enter additional funds The add account window will be displayed Enter the Description the name of the fund such as building or missions Enter the Account Numbers are any
8. Click ADD LETTER Click OK to save and return to organization 28 What are custom fields and how do use them Custom fields are user defined fields which allow your ministry to eapture information that is not included in the standard Honor Roll database Common examples of custom fields are Ok to send Email or Contributor Type There are two types of custom fields 1 Character fields text fields can contain up to 25 characters 2 Check boxes check boxes are used for yes no true false answers Create Custom Fields To create custom field labels or titles select Admin gt Preferences Click on the Custom Fields Organization Custom Fields tab Enter the label you would like to see on the people screen for each of the custom fields Cn Fl er For ore eGR TRT name for the custom ceo fields organization Tabie cmon Lr A p ipuM check boxes i Enter values for Custom Fields To enter the values for Ok to Send Email and Contributor Type click on the custom tab Note the labels to the left of the fields Enter the value for Contributor Type Since we have the drop down box here Honor Roll will ask if you want to add the value to the list Next mark the check box to the right of Ok to send Email if this organization
9. Gori 1 How do I modify an organization s information Move cursor to field you need to change Make modifications First find the organization by selecting Organization gt Edit Organization Enter the Find by criteria and click SEARCH Double click on the specific organization you need to change Move the cursor to the field you need to change and enter the new value nm swe NS urn me mec E Em f po m por none j Tm Eram er n Eee Sf me a P p How do I remove a person s involvement with an organization Highlight the person who is no longer associated with this organi zation If you d like to remove a contact from organization pull up the organizations record Press on the Associates tab Highlight the person you d like to remove Click the REMOVE ASSOCIATES button confirmation message will be displayed asking if you want to remove this person will be displayed Click YES REMOVE Supe This person is not deleted from the Honor Roll database However they are no longer associated with the organization ege i Click REMOVE i po ASSOCIATE mm m 33 e d i Ic umor mm ee a el e I Commer Liens Codes pii 1 po 32 Use Find By Criteria to indicate your search field Enter the value you searchi
10. 7 The Ending Last Name defaults to Z If you leave the Starting Last Name as A and the Ending Last donation receipt will be printed for everyone who gave If you would like to print the receipts in segments you can change the Ending Last name For example if you want to print the A s through the D s set the Starting Last Name to and the ending last name to DZ 8 Ifyou would like receipts printed out in alphabetical order click Sort L Ifyou would like receipts printed out in Zip Code order click Sort by 9 Press OK to continue or CANCEL to cancel out 10 When pressing OK you are brought to the Find Person page Thi display all donors from that date range 11 Press CONTINUE From here you will be brought to the print dialog window which will send your receipts to the printer 55 How do I print an annual receipt for just one person or organization To create a receipt which displays all giving for the year or a specific date range 1 Select Donations Personal Receipt from the main menu Mark by Individual or by Organization Next you ll be taken to the Find Person or Find Organization window Enter the last name of the individual or the organization s name in the Search field 4 Click the SEARCH button 5 Double click on the individual or organization you are printing a receipt for 6 Enter Starting Date This date is defaulted to the beginning of the year These dates be ch
11. Composing the email Once you are at the email low Enter the subject of the email on the subject line Press the tab key to move from the subject line to the text box If you press ENTER the email will be sent Now you may center the body of the email in the text area This email program does not allow you to specify different fonts or import graphic Ifyou would like to include an attachment click on the ATTACHMENT button This will bring up the file dialog box so you may select a file to attach Lists the folks who were sent the email Any outgoing errors would be listed here as well To send the email click the SEND button A progress window will show you how many emails have been sent Next a log will be displayed showing which addresses were sent or if there were errors encountered Click SAVE to save this log file Click PRINT to send the log to the printer Click CANCEL to exit How create standard labels This section discusses creating a standard label sheets 3 across and 10 down Using this method does not allow you to change the information on a label For customizing labels see Creating Custom Labels To create the standard labels select Reports gt 5 160 Labels from the main menu When you are creating labels in Honor Roll you need to select who you want labels for then you select the formatting options Click on Click on Query Wizard to
12. print a pledge fund summary To view or print the pledge fund summary select Pledge Pledge Maintenance from the main menu Use the Find By criteria enter a value and click SEARCH You may also click SHOW ALL to view all pledge funds To print the summary click PRINT To view the pledge summary information in a spreadsheet click Spreadsheet on the right Action bar 98 Dm ae Coles or Click Spread Em sheet to view Iz info an a spreadsheet Click PRINT 1 EE s mc Ca Cam Gee Com Cae C How do print a pledge summary To view or print the pledge summary select Pledge Pledge Maintenance from the main menu Use the Find By criteria enter a value and click SEARCH You may also click SHOW ALL to view all pledge funds Double click on the fund you are interested in mane USD a Select Print from the Action drop down field To print the Pledge Summary select Print from the Action drop down field To view this information in a spreadsheet select Spreadsheet from the Action drop down How do print a pledge status report To view or print the amount pledged for a user specified time period and the amount received for that time period select Pledge gt Pledge Maintenance from the main menu Use the Find By criteria enter a value and click SEARCH
13. Next click PRINT RECEIPTS 6 the receipts are printed a message will be displayed asking if you wish to mark those donations as sent Click OK How do 1 create a year end statement To create receipt which displays all giving for the year or a specific date range 1 Select Donations gt Annual Receipts from the main menu 2 The first field is Donations Starting This date is defaulted to the beginning of the year These dates can be changed 3 The next field is Donations Ending This date is defaulted to the end of the year Next enter the minimum Amount of donations that should be considered for printing receipts For example if you only want to send receipts to folks that gave over 250 enter that amount in the field Enter date range for the statements To print donors leave starting letter orator staing iti as and ending unatoneendng TTT aZ Rectan owes Asin rans IN tmo aetna I oo SEIT oT Comet CE 5 Apply limit for In Kind Gifts you want to consider the amount of an in kind gift when calculating the limit from above check this box 6 The Starting Last Name defaults to A This default will start with names at the beginning of the alphabet If you are printing in segments and have done the first half of the alphabet you could set the next segment to begin with Ma Now folks whose names begin with Ma through the ending name will be included
14. Select No Header if you do not want your ministry name or address information to be printed at the top of the receipt The Sid Top Margin is 1 11 16 inches To use 2 inch margin mark 2 Top Margin Ifyou ll be printing 1 receipt per page and you ll be using pre printed paper mark 1 Per Page pre printed paper If you choose this option you can also indicate the following a Select No Header if you do not want your ministry name or address information to be printed at the top of the receipt The Std Top Margin is 1 11 16 inches To use 2 inch margin mark 2 Top Margin b Select 2 Window Envelope if you would like your ministry name and address to be printed on the left so you can use a number 9 2 window envelope to send the receipt Click OK to save your preference Click CANCEL to le saving your changes e the window without 50 Make sure to click Receipt tab Select header op Select how many receipts you d like printed on one page Donation Receipt cs 8s Gone perpe an paper Gone poe poe proprioa papar Codes cope Oo Mende customize the receipts Click on the tab for the receipt format you ll be Enter the choices for your retum receipt Yes There are text areas available for each type of receipt that can be customized Individual donation receipt 1 per page There are diff
15. Select People gt Edit People from the menu or type CTRL F for Windows or OPTION F for Mac Find Person window will be displayed Enter the last name of the person you want Then press enter or click SEARCH A list of all the people with that last name will be displayed Double click on the appropriate record 18 Next click on the custom tab Note the labels to the left of the fields Enter the value for Event Attended Since we have the drop down box here Honor Roll will ask if you want to add the value to the list Next mark the check box to the right of Ok to send Email if this contact has given permission to be on the email list Sa fe Note the feld e names that co you defined ag y Enter the value eem Dee to the right of the pue field name aaa z 8 E mami q B Cos we OS oat How do indicate which organizations a contact is involved with An Organization in Honor Roll is grouping of people with a common goal or interest Organizations could be a church a business or club To make one of your contacts part offor associated with and organization you ll need to find their record Select People gt Edit People from the menu or type CTRL F for Windows or OP
16. Select page break Click OK Click on the detail row then select Column gt Hidk Type pound sign 2 in this column to re peat the value Highlight area where you d like to change the size and font Hide details To create a summary report you will need to hide detail lines For example let s say you want a donation report by fund designation You only want totals for the designation not every individual donation To create this report you d need to 1 Sort the report by Designation 2 Click on the title for the row 3 Select ColumnsHide from the quick report menu 4 in the Column for Designation Changed so the value is repeated since the details are hidden Select the SUM for the amount column Sum the values for each desig nation Output presentations There are several things that can be done to change the appearance of the report 1 Page Setup 2 Fonts 3 Presentation To change the orientation of the report from portrait to landscape select File Page Setup from the quick report menu Choose the appropriate orientation You may change the font or the font size for a row column or specific cell Highlight the area you wish to change then select the font style in size from the drop down boxes in the middle top of the window Change the font size and type here 130 To modify the presentation of the report you
17. You may also click SHOW ALL to view all pledge funds Click on Reports on the action bar 99 Click on Reports from the action bar to run pledte status report Next enter the report time period criteria and select the fund that you want to run the report for Next click GENERATE to produce report Click to print Save custom ize the report Click to send correspondence with these pledgers 100 How do 1 create a letter informing donors of their progress against pledges Honor Roll allows you to create Pledge Progress Letter You can customize the body of the letter and the closing text The middle of the letter contains a summary of their pledge and amounts received Then the supporting detail donations are listed To create this letter select Pledge gt Pledge Progress Letter You can also kick this off from the Pledge Maintenance window Highlight the fund you are interested in then click Progress Letter Select fund that you Select the data SeloctaPlodgo Fund you d like to add to E 22 77 aede en the report RENE E for FF Report in Kind ging Show i Kind Vales Select page for mat do you want the church retum address displayed I tyt ogo in hender if not mark without header me Formatting The next windows asks for the types of information you d like to include in the report For this example 1 Use the drop down box to select the appropriate fund For example if y
18. click the SHOW ALL button Scroll through the list and double click on the organization you d like to view hy Sar te catch ee O ai ue 970 p Bm Gee aa tme 30 List of all dona view an organization s donations Yes First find the organization by selecting Organization gt Edit Organization Enter the name of the organization and click SEARCH Double click on the specific organization you are interested Click on the Donations tab This area lists all donations given by this Organization This area is used only to view information you do not enter contributions here P pL ate Ee am men EF Bem ESSE Can see what an organization has pledged Displays all pledges made by this orga nization Yes First find the organization by selecting Organization gt Edit Organization Enter the Find by criteria and click SEARCH Double click on the specific organization you are interested in Click on the Pledge tab This area lists all pledges made by this organization tame eircom em E Fam oe r state TEE SL 1 tee a Spe j Tem DUXERIT te pu E a
19. desktop To start Honor Roll Client double click on the icon If this is the first time a client has connected into Honor Roll a Setup Assistant window may be displayed You may enter this information now or press CLOSE to enter it later Next you ll need to enter the license number Select File gt Enter License from the main menu Enter the license number on your invoice and press the tab key The number of users allowed will be displayed How do I upgrade Honor Roll from a previous version Single User System Before upgrading your Honor Roll system make sure you have a backup of your data files To create a backup 1 Determine the location of your data file by selecting Help gt About Honor Roll Look under the data file location and note the path and name of the file For example C Program files BytheBook HonorRoll Data Yourdata ADD Close the Honor Roll program 3 Copy your data file to a different location such as a CD or memory stick On Windows your data file consists of two physical files One has an extension of ADD the other file has the same name but ends with Make sure you copy both files On Mac your data file is comprised of only one file This file will end with data 4 Next install the next version from the CD or from the download file 5 Once the newest version is installed your data needs to be converted to the new version Copy your backup data file to the following location Windo
20. selected column 5 Click on the double arrow to move people and organizations to the selected column 6 Click on the columns tab 7 Mark name phone email amount number of gifts and avg Mark amount under the section for sort 8 Click GENERATE n sum Oren mme Enter the Highlight mh of ties Given X a eats caters times free ak orf Tren ore nn hama me LI Enter the date 5 Ja ad PE range criteria af Lil E Click on cal LLL Select col umns tab E Dame Wes at Bu ae Deum Select omy columns to Gree include on report Actions Report out n How do find folks who have not given Highlight Given 0 Times Enter date criteria Click on columns tab The Given 0 Times report lists the people in your database who have not contributed within the specified time period To run this report 1 Select Reports and Labels gt Donation Reports from the main menu Click Given 0 times on the left sidebar Enter the date range funds to include and donors to Include Click on the columns tab Select the fields you d like displayed on the report and indicate the sort order Click GENERATE As an example let s say we d like to know which organizations have not contributed at all this year 1 Enter the Start Date as 1 1 08 2 Enter the End Date as 12
21. which allows you to create mail merge documents and envelopes as well as letters to individuals This section contains a description of creating a letter through the People screen For more information on mail merge letters see the chapter on Corresponding with People aln a po aus aen OI Click CoU LI RR ADD ww amam a T Fiat LETTER Cas 20 To write a letter for an individual find their record Click on the Letters tab 1 2 Click ADD LETTER button 3 Next enter the Subject of the Letter and click OK 4 You are now in the word processor and you can compose your letter Select File gt Print to print your letter 5 Click OK to return the Edit People screen What are key words and how do I use them Enter the names of your Keyword categories Key Words are typically used to track skills volunteer interests and talents There is no limit to the number of key words you can record for a person You can set up 3 different Key Word categories in Honor Roll Set up key word categories The keyword categories are those high level classifications of the type of keyword for example skills or volunteer interests set up the key word categories go to Admin gt Preferences and click on the Keyword tab Enter the name for your Keyword categories fees Enter values for key words To enter the values for key words We ll n
22. 1 need to know before using the query editor Before using the query editor it is helpful to understand how information is stored in Honor Roll Honor Roll is based on the relational database 4D The information is stored in tables Each table contains information about a thing For example people organization and donations Each table then is related to each other For example each donation must be for a person or organization Organization The organization table contains the name address and main contact information for organizations that are involved with your ministry People The people table contains the individual s information This type of information includes the person s name address phone and email information Association ion table contains the person s identifier and how they are involved in your ministry For example are they a volunteer board member donor or staff person person can have multiple associations i e they can be a board member and donor The associ Donations The donations table contains the high level information about a donation Some of the fields in the donation table are Person who gave the donation the donation date the donation amount the type of donation and the check number Designation The designation table indicates which fund the donation was assigned to If the donation was split into multiple funds there will be multiple designation records for that donation Th
23. Close is about see the chapter on Data Administration Closing a Batch To close a batch that you had answered Nor yet to closing and now you re ready to go back and close go to 1 Donations gt Close Batch from the main menu A list of open batches is displayed 2 Highlight the one you d like to close then click OK A window with all the donations in this batch will be presented for your review If you d like a printout of the detail press the PRINT button 4 everything looks okay press CLOSE BATCH You will be prompted for the following 1 Do you want to print the summary report If yes sort by account number or fund name Do you want to print summary to disk This will allow you to ereate export files for QuickBooks or MYOB For more details see the section of this chapter on Import Export to QuickBooks or MYOB 3 Do you want to print a deposit slip Click CON jTINUE to proceed with the close process New Batch Delete Batch do I import into QuickBooks or MYOB Ifyou will be importing your deposit information from Honor Roll into QuickBooks or MYOB it is important to have consistency between Honor Roll s Chart of Accounts and the Chart of Accounts in your accounting package If you are using QuickBooks the fund name in Honor Roll must match the income account name in QuickBooks If you are using MYOB the account number in Honor Roll must match exactly the income account num
24. Comparison box 5 Enter 1 1 08 as the Value 6 Press the ADD LINE button 7 Select Donation Date again from the Field Name drop down box S Highlight is less than or equal to from the Comparison box 9 Enter 7 31 08 as the Value 1 0 Press QUERY A list of people who gave between 1 1 08 and 7 31 08 is displayed p 5 m ea 3 Enter the first date in the range Select the appro priate comparison p sta A partial name criteria In this example we ll use a wildcard character The wildcard in Honor Roll is the symbol Let s say we want to find all the people whose first name begins with KIM Select People Query from the main menu 1 2 Enter People as the Query In table first name is stored in the People table 3 Select First Name from the Field Name drop down box 4 Highlight is equal to in the Comparison box 5 Enter KIM as the Value 6 Press QUERY A list of people with the first name of Kim or Kimmy or Kimberly ete will be returned mRemM Fee may pem Enter Kim as the value This will pick up Kimmy Kimberly Kim ete 119 What are some examples of complex queries Multi Table query You may need a list in which the criteria spans several tables For example give me all the volunteers that live in a city Another example give me all the people that
25. Funds Click on the double arrow to the right to Include all available Click GENERATE to produce the report rem 75 en tide eons neon Enter date hem range criteria ime Kiss 1a econ CSTE a EUR ata Select funds PE rni of donor to Click GEN perum ERATE to run report Click appro priate action button Use scroll bars to view more results mam Can I view how much was given to each fund by month The Giving by Fund by Month report summarizes the donations for each given time period by month in spreadsheet format The months are listed across the top To run this report 1 Select Reports and Labels Donation Reports from the main menu 2 Click Giving by Fund by Month on the left sidebar 3 Enter the date range funds to include and donors to Include 4 Click GENERATE Asan example let s say we d like a giving report that includes donations from Organizations and to the Building or General Fund Enter 1 1 08 as the Start Date Enter 12 31 08 as the End Date Click Building and General under available Funds to select them Click organization under Include Click GENERATE to produce the report 76 Highlight Giv een ing by Fund by 86 range criteria Month For cae is Click over funds and ES 4 donor types Click GENER mum that your are ATEtorun interested report Report results Cli
26. In this next example let s say we d like a Donor Summary report for all people who have given to the building fund On the report we want to see donor name address total number of gifts and average gift Enter 1 1 09 as the Start Date Enter 12 31 09 as the End Date Click on the Missions under funds available to select it Click on the People under nclude to select them Click on the columns tab Mark name address total number of gifts and average gift to display these fields on the report Click on total under the sort area to sort by total amount Click GENERATE to produce the report 63 TT 2 Select date mee fund emer and donor type criteria tus ape PW eneee a ERES E n zx 4 pomum tee see Porte Wer Lanm 1 Report output Acton but III a A E C es C Can I see a summary of how much donors have given to each fund Yes The Donor Summary by Fund report calculates the amount given to each fund by the donor for the given time period To run the Donation Summary by Fund report Select Reports and Labels gt Donation Reports from the main menu Click Donor Summary by Fund from the main menu Enter the date range funds to include and donors to include Click the columns tab Mark the fields to be included on the report Mark th
27. Menu 2 From the Pledge Maintenance window 3 From the Pledge Fund window Main Menu To enter pledges from the main menu select Pledges gt Add a Pledge First enter the Last Name or a portion of the last name and tab out of the field A list of people with that last name will be displayed Double click on the individual wh making the pledge Next use the drop down box to select the applicable Pledge Fund Note the Start and End Dates from the pledge fund will be entered as the defaults for this pledge These dates may be changed For example if you have an existing Water Project fund that runs three years you may have people that pledge to that fund in the middle of the campaign Simply change the individual start date on their pledge record Next use the drop down box to select the applicable Payment Period Will they be paying weekly monthly or annual basis 88 Enter pledge information for a specific donor Next you can enter the Total Amount of their pledge the amount they will pay over the course of the entire pledge period in the Pledge Amount field Once you ve entered this amount the Each Payment amount on the right side of the screen will be calculated Or you can enter the Each Payment amount and the Pledge Amount will be calculated Ifyou wish progress against this pledge to be printed on the donation receipt click Yes for Report on Rept The date completed Pledge ID and Pledge Fund
28. Name in the section below Related Tables The formula should read People LastName People FirstName Click the OK button to accept the formula 126 Type in function or double click on fields from lower j box Click on icons to move them into formula editor area Double click one al Click OK to move it to the accept formula formula editor Y area above You can perform mathematical equations within the formula editor You can add subtract multiply divide and create percentages For this example let s say we wanted to add a person s total giving this year and last year s amount Double click on the Year fo Date field found under the box Related Tables The name People Year to Date is placed in the formula editor box Next click on the plus sign Now double click on the Last Year field in the section below Related Tables The formula should read People YeartoDate Peaple LastYear Click the OK button to accept the formula NUM function The num function allows you to return a constant based on a field value This comes in very handy for Boolean or check box type fields where the value is either True or False By using the NUM function you could choose to return an X if the value was True or you could return Yes if it was True and No if it was False For this example let s assume we have a custom check box called Newsletter In our report we want to return
29. SEARCH How do get a list of everyone in the database Use find person To view everyone select People gt Edit People Click on the SHOW ALL button A list of everyone in the database will be displayed Use the show all menu option To view all the people in you database select People gt Show All from the main menu 33 You may also change the sort order of any of the columns displayed in this window Simply click on the title bar of the field you wish to sort on If you d like to change the order from ascending to descending simply click on the title bar again Click on the title of the field to sort by that field ia T uns Bana Clic se seme ALL septs 9 came bee DESY ere ead SS SSS See Ce View the detailed information To access a person s record from this show all screen double click on the appropriate record Once you are in the People screen you can use the next and prev links to scroll through the people records How do find a person using the query editor Simple query Let s say you need to up a person s record but all you have is the first name You can use the query editor to find that person Select People gt Query Select First Name from the Field drop down list Highlight is equal to in the Comparison box Enter the email address in the Value field Press the QUERY button A list of people with
30. Server and whether or not you use Honor Roll s security Single user workstation w o security no passwords used To open a data file on a stand alone machine 1 Double click on the Honor Roll icon then immediately hold down the ALT key for Windows or OPTION key for Mac Hold this key down until you get the file dialog box 2 From the file dialog box navigate to the data file you d like to open 3 Highlight the file name and click OPEN 4 Honor Roll will start connected to the new data file Single user workstation with security passwords are used To open the data file in this situation 1 Double click on the Honor Roll icon to start Honor Roll Highlight your user name and enter your password Hold down the ALT key for Windows or OPTION key for Mac and click on the CONNECT button 5 Navigate to the data file you d like to open Highlight the file name and click OPEN Honor Roll will start connected to the new data file Honor Roll server system Ifyou use Honor Roll Server you need to connect to different data files through the server Double click on the Honor Roll Server icon to start Honor Roll Hold down the ALT key for Windows or OPTION key for Mac and click on the OK button Navigate to the data file you d like to open Highlight the file name and click OPEN Honor Roll will start connected to the new data file 145 How do I compact my data file Compacting your data removes any fragment
31. an X if the person wants to receive the newsletter The formula is Num People Newsletter X Ifyou wanted to return a Yes or No the formula would be Num People Newsletter True Yes Num People Newsletter True No Can summarize the information in my report Yes You can use the sum average minimum maximum and count functions for a column For this example let s say We have a report that lists donation information for a date range and we want the grand total donated as well as the number of donations given 1 In the cell where donation amount and grand total intersect click on the SUM icon backwards E or select Cells Sum from the quick report menu 2 Inthe cell where name and grand total intersect click on the COUNT icon N or select Cells Count from the quick report menu Icons for the Sum Average Min Max and Count func tions Place your cursor in this cell and then press the icon for SUM or COUNT How do sort the contents of the report To sort the report by a specific column highlight the field name Next press the green arrow to the right to move the field to the sort order box For example let s say we have a report that lists people information and we want it sorted by name First highlight Last Name and press the green arrow Last Name is now listed in the sort order box Then if you d like to sort by First Name within the same Last name highlight First Name and press the
32. and font 741 553 nosse cessing menus dixe E seed gm section of text and then change the font name and size as appropriate The ruler bar will allow you to set margins tabs and paper size Inserting Honor Roll data To insert data into the body of a letter select Insert gt 4D Expression from the word processor menu This will bring up a window that allows you to select a field or build an expression For this example let s say we want to insert the person s YTD Giving into the body of the letter From the 4D Expression window scroll down to the Year to Date field Highlight 108 Highlight the field name that you want to insert into the body of your letter and click OK um Saison L fades L AS ly that field That amount will be displayed at the cursor in your text How do I re use or modify a letter I ve already created From the mail merge template This method works if you have previously created a letter from Merge Letter then saved it in the database Select Admin Merge Letter from the main menu The letter templates window will be displayed Highlight the Click EDIT letter Letter The query editor is displayed for you to select the people you want to send the letter to For this example let s say we Want to send the letter to everyone in our database Click SHOW ALL A list of everyone will be displayed c
33. be included in the report If you want to run the report for all donors click on the double arrow to move all associations to the selected box If you only want to run the report for people for example click on people to move it to the selected box Select People by Query If you want to limit the donors included in a report by some other criteria check this box The Query Editor will be presented so that you can find the list of folks you want to consider in the report See the chapter on Using the Query Editor for more information on creating custom queries com emee Click on col Mei um unte ab to choa wi ae Sapoe wh RT m the port D ee x ae x Click GEN Yes Per mph Istat Gm Cree Columns Tab The columns tab allows you to select the data you d like to see on the report You may also choose how to sort many of the donation reports The options for columns will change based on which report is selected If there are no column options for the report you selected the criteria tab will remain displayed when you click on column tab and the column tab will not open The typical columns are Row Number The row number is a sequence number generated for the line of the report This can be useful if you want donors to remain anonymous Name The donor s first and last name Phone number The donor s home phone number Email Address The donor s individual
34. delete a contact do the following Select People Edit People from the main menu Enter the last name in the search field Click SEARCH Double click on the appropriate person s name in the list ween Click DELETE LIC RU Select your Find by crite ria then enter the search criteria Double click on the person that you need to delete 24 What How do enter a new organizat Enter organizations name type and ad dress Enter contact infor mation MAINTAINING ORGANIZATIONS an organization in Honor Roll An organization in Honor Roll is any group business ministry or church that is in some way involved in your ministry This organization may provide volunteers donors or services to your ministry Your contacts may be associated with one or more Organizations You may also have organizations that donate directly to your ministry To begin entering a new organization select Organizations gt Add Organization from the main menu You can also use the shortcut keys CTL A on Windows or OPTION A on Mac to get to the Add Organization window Enter the address and main contact information then press OK to save the information General Info 1 Organization Enter the name of the organization 2 Organization Type Indicate the type of organization church business group etc Ifthe value you type in is not in
35. donated within a given time frame and are in a certain zip code 1 Select People gt Query from the main menu 2 Enter Donation as the Query In table donation date table 3 Select Donation Date from the Field Name drop down box 4 Highlight is greater than or equal to in the Comparison box 5 Enter 1 1 08 as the Value tored in the Donations 6 Press the ADD LINE button 7 Select Donation Date again from the Field Name drop down box S Highlight is less than or equal to from the Comparison box 9 Enter 7 31 08 as the Value 10 Click ADD LINE button 11 Change the Query In table from Donations to People 12 Select Postal Code from the Field Name drop down box 13 Highlight is equal to in the Comparison box 14 Enter 61010 in the Value field 15 Press QUERY A list of people gave between 1 1 08 and 7 31 08 who live in the zip code 61010 are displayed Notice first two lines use cm Notice last line fields from Cem uses a field from the Donations N the People table is Dean ale weir am a alo Query in Current Selection Querying within a current selection allows you to limit your query to only those records that are in the current selection Let s say you ve just done a query of all the people who have given in the last six months Then you want to limit that selection to folks that have given over 500 this
36. elick on the ACTIVATE button This tells Honor Roll to evaluate the effective dates and determine which address to use for correspondence Te heu coo ae sna TET Click the ACTI nier the E Birth Henn IEE ata VATE button so contact 5003 Tel apt tome Ws Devons Kop Wont Pee when to use this see ma Enter the effec tive dates for this address What are custom fields and how use them Custom fields are user defined fields which allow your ministry to capture information that is not included in the standard Honor Roll database Common examples of custom fields are Ok to send Email 1 Event Attended Date of Involvement There are three types of custom fields 1 Character fields text fields can contain up to 25 characters 2 Check boxes check boxes are used for yes no true false answers 3 Date fields date fields contain valid date values Create Custom Fields create custom field labels or ttle Fields gt People Custom Fields tab screen for each of the custom fields select Admin gt Preferences Click on the Custom nter the label you would like to see on the people Enter the names iem aT Va ei o that you d ike are essent for your custom oo fields a Enter values for Custom Fields To enter the values for Ok to Send Email 1 Event Attended and Date of Involvement we ll need to find the person s record
37. funds for that fund name or donor Double click on the pledge fund to view the details Select Find By criteria la ele oa ma funds Enter vale you aro searching for Click QUE RY to ind funds using the query editor To search based on donor name select Donor from the Find By drop down list The Pledge Summary window is displayed Enter the name of the donor click SEARCH press return A list of all the pledges by this individual are listed To view all pledges click SHOW ALL 91 Enter last name first name or both Click to Click SEARCH view all pledges CHO CED GD GED GD ED GEN Come How do modify delete a pledge fund Changing the pledge fund The changes that are allowed to the pledge fund are to the Start Date End Date Fund Goal and Fund Type If you would like to modify this information select Pledges gt Pledge Maintenance Use the Find By or SHOW ALL to display your funds in the Maintenance screen Double click on the fund you are interested in changing or highlight that fund and click Details on the Action bar The Edit Fund window is displayed Make your modifications then click OK to save the information Make changes 7 em ce FE ume HEC E fem ce EA LU Lus gn geo eme f RmQwwe amer amem an les DELETE fund select De to delete the
38. green arrow 3 zw Zm Enson Ha ju field name DW m poo m mS moms Highlight a field name then press this arrow to move to the sort order that is created for each sort criteria How do I format my report There are several formatting options in the report writer These allow you to customize the titles page breaks whether to display detail lines and the presentation of the report Titles To set up the title of your report select File gt Headers and Footers from the quick report menu Enter the text you d like for your title in the appropriate text box 128 Enter your title here IC Page breaks To create a page break you must have sorted your report on a certain field Then you can create a page break each time the value of that field changes For example let s say we created a report that lists all donations for a given year We wanted to sort those donations by the fund that they were designated to Then we want a new page for the different funds When you sorted the report by designation a new line or row is created in the spreadsheet called Designation changed Right mouse click on that ttle and select Totals Spa The subtotals properties window is displayed Click on the button for Generate Break Dass bem za le Right mouse click on the select Totals Spacing
39. lt a List to select the _ a Query to identify the people on your folks for a label mail list Highlight the 3X10 icon Select font size and type Select the people Alter selecting 5160 from the menu the first window allows you to select Mailing List folks or to use the Query Editor to identify the folks that need a label The next window displayed is the label formatting Window The icon for the 3X10 labels should be highlighted in blue If you would like to print a single row of labels highlight the icon to the right with the single row Indicate if you d like the labels sorted by Last Name or by Zip Code You can also select your font size and type Select a tomat tor ie pier Click PRINT to __ print the labels If you would like to create Labels only check the box for Labels If you would like to create a text file that could be used as a data source for another program check the Merg Doc box Click the PRINT button The print dialog box will be displayed for you to select the printer The next window is label printing options Click PRINT to send directly to the printer 114 USING THE QUERY EDITOR What do use the query editor for The query editor is used to produce lists of records that have common characteristics Some examples are Alist of all volunteers Allist of the people who gave last month list of people who live in a zip code What do
40. people with that last name is displayed Double click on the appropriate person Note their name and address are displayed on the upper right of the window 2 If Honor Roll does not recognize the name you ve entered it will ask if you would like to create new record If you are creating new person go ahead and put in any pertinent information When you are finished press OK to return to the Enter Donations area 3 Enter the Donation Date if it is not the same as the batch date 4 Enter the Total Amount of the donation and press the tab key 5 Enter the Donation Type This indicates the type of donation check cash ere ete 6 Enter the Check Number if applicable The check number is not a required field 7 Note the Designation in the lower box This will default to General unless you change it using the drop down menu S Tab over to the Appeals field Enter the name of the appeal 8 Click OK amp NEXT to save the information then enter the next donation Click OK amp SAME DONOR to save the information then enter another donation for the same donor 9 Click OK to save the information and return to the main menu it card 48 CREATING DONATION RECEIPTS What formats are available for donation receipts Individual donation receipt The individual donations receipts are for a single donation on a specific day They can be printed in one of three formats 1 per page with a tear off retum with next donatio
41. press the LOAD QUERY button from the query editor A file 123 Press LOAD QUERY to re use a saved query dialog box is displayed Navigate to the file you saved previously The query text is displayed in the query editor Press the query button to execute the query p 7 p aem eats sa Siew Press SAVE en hes Fa SS QUERY to save the VE text of regularly used queries 124 CREATING CUSTOM REPORTS Ifthe standard reports in Honor Roll do not meet your needs use the Quick Report writer to create custom reports The Quick Report editor is a tool provided with the 4D database that Honor Roll is written on This chapter outlines the basic usage of the Quick Report editor within the context of Honor Roll To create a Quick Report you ll need to determine several things 1L What table should the report be based on That is what is the report about people donations designations etc 2 What set of information should be included in the report 3 What columns or fields do I want in the report 4 How do I want the information sorted 5 Are there any calculations required in the report How do I determine the base table Each Quick Report must be based on a table The report can contain values from multiple tables however the table which contains the lowest level of information must be the base table For example if we want a report with People
42. s entire record Click the TRANSFERS button to transfer the donations from one record to the other Click the TRANSFER button to transfer other details such as visitations group membership and comments 4 Once you ve viewed and transferred information as required you may delete the unwanted duplicate record 138 Click on a name to move the info 1o comparison column on the right Now you pare the data side by side Next decide to transfer info from one record tothe next You can also delete the duplicate record Can add an associations to a set of people To globally assign an association to a set of people select People Globally Add Association The query editor will be displayed so that you can determine who should be assigned to this association For this example let s say everyone who has given over 250 last year will be marked as a Regular Giver Select Last Years Select the appro Giving priate compari son operator Enter the criteria amount Click QUERY to return the folks who met this criteria The list of people who met the criteria Click CON TINUE to add an associ tion for all these folks 139 Enter the new Click OK to make the association for Enter or select Association Value che these folks Regular Giver 5 Can I delete an asso ion from set of people To globally delete an associa
43. s name Address Donation and Designation information Designation would be the base table To begin creating a report select Reports Quick Reports from the main menu Select the base table from the drop down box in the upper left of the window Click ADD REPORT to begin creating your report How do 1 determine the data that is included in the report Once you ve clicked ADD REPORT the query editor is produced so that you may select the data you d like included in the report For detailed description of using the query editor see Using the Query Editor For this example let s create a report of all the people who have donated over 250 this year Select People as the Query ln table Select Year to Date as the Field Name Highlight is greater than in the Comparison box Enter 250 as the Value Press the QUERY button list of people that gave over 250 are displayed This is the Selec field you a vant to seach 550 E Enter the value you are search ing for Select appropri ate comparison operator raw data that will be used in your report If the data looks right press the CONTINUE button to move on to the Quick Report editor How do I select columns for the report When you select double click on a field itis placed in this report hi esi peine Double click on fields to include it i the report Now that you have
44. set to 6000 the right area will list all who have given 6000 or more in the report year You can change the trigger levels for donor giving total past 4 years and for donor giving in report year if you desire 84 How do print the batch detail and summary reports The Donations Detail report lists all donations included in batch It outlines the donor name date of the donation amount check number and designation The Donation Summary report summarizes how much was given to each fund for the batch When you close a batch Honor Roll prompts you to print these donation reports If you not ready to close the batch or you have already closed the batch you can print the reports from the Edit Donations screen 1 Select Donations gt Edit Donations from the main menu Select by batch from the next window A list of batches will be displayed 2 Highlight the batch you d like for the report then click OK A screen will be displayed itemizing all the donations 3 Click the PRINT button on the bottom of the page A print dialog box will be displayed for the Donation Detail report You may choose to send this report to the printer or cancel 4 Next you will be asked if you want to print the Donation Summary report Click PRINT to create this report 5 Next you will be asked if you want to sort by account number or fund name Click on your selection A print dialog box will be displayed so you can send the report to the p
45. that first name will be displayed Double click on the appropriate record to view the details mun Fe pup Enter the value Select the field you x you are looking wish to query p rm w E ro S Click QUERY to find your results 34 Click ADD LINE to add another line to your Multi line query For this example lets say you need to find a person but all you know is their first name and the city that they live in Select People gt Query Select First Name from the Field drop down list Highlight is equal to in the Comparison box Enter the first name Kim in the Value field Click on the ADD LINE button Change the Query In upper middle of window field from People to Addresses Select City from the Field drop down box Highlight is equal to in the Comparison box anne rm acs 35 ENTERING DONATIONS What needs to be set up prior to entering donations Chart of Accounts The Chart of Accounts is the list of funds that people organizations can donate to Some common examples are general and missions enter your Chart of Accounts 1 Select Donations Chart of Accounts from the main menu A window will be displayed with the existing funds Note that General already exists Do not delete this account Honor Roll expects this fund 2 Click ADD ACCOUNT to enter additional funds The Add Account window will b
46. the donor or organizations name Press the TAB or RETURN key Double click on the appropriate donor 7 Note the Designation in the lower box Thi t using the drop down menu 8 Click OK amp NEXT to save the information then enter the next donation Click OK amp SAME DONOR to save the information then enter another donation for the same donor 9 Click OK to save the information and return to the main menu s will default to General unless you change a oa oravan Close the Batch 1 Once you ve entered the donations and click OK to return to the main menu a message is displayed asking if you d like to close a batch Ifyou will need to add more donations to this batch answer Nor yet 3 If you are ready to close the batch click the CLOSE BATCH button A list of open batches is displayed Highlight the one you d like to close then click OK 4 A window with all the donations in the batch will be presented for your review If you d like a printout of the detail press the PRINT button If everything looks okay press CLOSE BATCH EE You will be prompted for the following 1 Do you want to print the summary report If yes sort by account number or fund name 2 Do you want to print summary to disk This will allow you to create an export file for QuickBooks or MYOB See the section of this chapter on Import Export to
47. the drop down list of values you ll be prompted to add it to the list Click YES to add it to the list Address Enter address line 1 of the organization s mailing address More Address Enter the second line of the organization s mailing address City State Zip Code and Country Phone Enter the phone number and extension for the organizati Mobile Enter any applicable cell phone for this organization MEA AS aa RR er 225 o me se Us Peaps Cn Cnr Es a Cee md Contact Info 1 Contact E nter the first name and last name of main contact in this organization 2 Position Enter the position of this contact within the organization Are they a volunteer director president ete 3 Web Address Enter web address of the organization 4 Email Enter email address that should be used to contact the organization 5 Alt Email Enter an alternate email address for the organization How do indicate which contacts are involved with this organization Double click on the person you want to associate with this organization Existing contact associate one of your contacts with this organization Click on the Associates tab Click ADD ASSOCIATE Click FROM EXISTING button The find person window is displayed
48. top Note the options File People Letters Organizations Donations Pledges Reports amp Labels Appeals and Admin To view the choices under each menu place the mouse on the desired option and click To select a menu item move the mouse to highlight it and then click There are also shortcuts listed to the right of the menu choices For example on the Mac you could hold down the CMD key and the F key to start the Find Person option On Windows you could hold down the CTRL key and the F key to start the Find Person option Note menu op tions across the top Note name and location of data file What needs to be set up before using Honor Roll My Email If you would like to use Honor Roll for emails you ll need to set up some information about your outgoing email host 1 Select File My Email 2 Enter your return address Your return address is the email address that all replies will be sent to 3 Next put in the outgoing SMTP address for your organizations outgoing mail host provider This can not be mac mail or any provider that requires SSL authentication 4 Ifyouroutgoing host requires password authentication you ll need to enter your user name and password ne your return emul Enter outgoing hort dress E ee providers SMTP address Mal Host Also enter user name and password 1f authentication is required wemme Fue Enter the port Tuc
49. were selected Press the SAVE button A file dialog box is displayed Give the label a name that is meaningful to you Once you close the label editor window you ll see it listed in the Tables and Templates window To print the labels again select Reports amp Labels Labels from the main menu From the Tables and Template window highlight the label you d like to run Then press the PRINT button The query editor will be displayed so you can select the data you want in the report After you review the raw data press CONTINUE A print dialog box will be displayed so you can send the labels to the printer How do modify a label template To edit the report select Reports amp Labels gt Labels from the main menu From the Tables and Template window highlight the labels you d like to edit Then press the EDIT TEMPLATE button The query editor will be displayed so you can select the people you need labels for After you review the raw data press CONTINUE A message will be displayed telling you the name and location of the template file Remember this information Once you are in the label editor window press the LOAD button file dialog box is displayed Navigate to the template file from the message ighlight it then press OPEN The columns and formatting will be displayed in the label editor window Make any changes you d like to the columns or formatting on the label template To print the labels press the PRI
50. window is displayed Mark your title and sort options Click PRINT Click to view rere the set of people that will get a E label mm Click PRINT 9 Change font and size here You can also create labels from the Edit Pledge Fund screen Select Pledge gt Pledge Maintenance from the main menu Double click on the fund you are working with Highlight the people you d like labels for Select Create Labels from the Action drop down field If you didn t highlight any people you ll be asked if you want a label for everyone in the list elemen o 275 tome des a tee O 6 neus m Re pum XEM ae oe Ci Ce i i Select Create j Labels from Ac tion drop down field You can also create labels from the Pledge Summary window Select Pledge gt Pledge Maintenance from the main menu Select Donor from the Find By criteria You can find pledgers by name or click SHOW ALL Highlight the folks you d like to create labels for then click Create Labels from the Action bar on the right 96 dg a 1 ome Click Create Labels 250 ges Wa ims ee i E CO CEDO Gen CERE e CD Can I write a letter to people who pledged to a fund Yes To write a letter to all the people who pledged
51. you use Honor Roll s security system you ll need to re enter a password for the Director to re activate the security To do this select Admin gt Edit Access from the main menu GETTING STARTED How do start Honor Roll To begin using Honor Roll on your Windows machine double click on the Honor Roll icon on your desktop To begin Honor Roll on your Mac double click on Honor Roll under the Applications folder What is the Setup Assistant and how do use it Welcome SLE TES d Welcome to Honor Roll you poms Init BN i ad Tian wi heb sre basie n Honor Roll the pd first time Click on Organiza tion or the NEXT button to get to the Honor Roll Con stants sereen The Setup Assistant is the window you will come to when you start Honor Roll the very first time This series of screens will allow you to enter your ministry information set up security and import your ministry logo Honor Roll Constants You can set up your ministry information through the Honor Roll Constants window This information is used on donation receipts The first time you come into Honor Roll this screen will be displayed Enter the Name Address Phone and Web Address of your ministry This information is used as the return address on receipts and letters The Bank Account TaxID Fiscal Yr Start and Weekly Budget fields are for informational purposes and are not required However if you wish to run the Donations
52. 31 08 3 Click on the double arrow to move all Funds to the selected column 4 Click on the organizations from Include to move it to the selected column 5 Click on the columns tab 6 Mark name address phone and email 7 Click GENERATE Em san Eres on 05 E a ae Cae rete Select fund pen C es Select columns to include on m O D m 73 Report results Highlight the name of the report T CI tek on ation fp ge CE em bits Euro mem mum Re E a H How do I view how much was given to a fund The Fund Summary report calculates the amount given to the fund during the selected time frame by the selected donors To run the Fund Summary report Select Reports and Labels gt Donation Reports from the main menu Click Fund Summary on the left sidebar Enter the date range funds to include and donors to Include Click on the columns tab Mark the fields to be included on the report Mark the sort order column Click GENERATE apes In our first example let s say We d like a Fund Summary report for all funds for all donors for this year Enter 12 1 08 as the Start Date Enter 12 31 08 as the End Date Click on the double arrow to the right to include all Funds Click on the double arro
53. ADD LINE button Make sure when you use both and OR s that the OR criteria is listed first 12 Change the Query n table to People 13 Select City from the Field Name drop down box 14 Highlight is equal to in the Comparison box 15 Enter Byron as the Value 15 Press QUERY to execute your search Comparing two result sets There are several ways that you can compare two sets An intersection compares the results of two queries and retums the records that were common to both sets For example 1 want a list of all the people who have donated and have a certain keyword hospitality volunteer union combines the results of two queries An example of the union is give me a list of people who either donated or have the keyword hospitality volunteer A difference would subtract out the records that were common to both sets An example of the difference is give me all the people who donated but are not in hospitality volunteer For these examples let s look at all the people in our database that have donated in the last year Then let s compare that to the list of people that have the keyword hospitality Volunteer For the first query 1 Select People gt Query from the main menu 2 Change the Query In table to Donations 3 Select Donation Date from the Field Name drop down box 4 5 6 Highlight is greater than from the Comparison box Enter the
54. CONTINUE enter donations you must first create a batch then enter the individual contributions then close the batch Create Batch To begin entering donations 1 Select Donations gt Add Donations from the main menu 2 A window will be displayed with all open batches To create a new batch click the NEW BATCH button 3 If you are appending to an exis click CONTINUE 4 A window will be displayed allowing you to enter a description of the batch This description is optional ing batch highlight the one you want to work in and Enter Specific Donations Next the Enter Donation screen 1 Enter the Last Name or a portion of the last name of the donor A list of people with that last name is displayed Double click on the appropriate person Note their name and address are displayed on the upper right of the window 2 If Honor Roll does not recognize the name you ve entered it will ask if you would like to create a new record If you are creating a new person go ahead and put in any pertinent information When you are finished press OK to return to the Enter Donations area Enter the Donation Date if it is not the same as the batch date Enter the Toral Amount of the donation and press the tab key Enter the Donation Type This indicates the type of donation check cash credit card etc 6 Enterthe Check Number if applicable The check number is not a required field 37 Enter the last name of
55. Comparing two result sets 122 pur A 126 an Connect to different data 145 Correspondence mail 11 113 Eme letter 105 114 a Current selection 116 F Custom fields 18 29 Custom labels 134 Find an organization 30 Custom report 125 133 Find Porson 33 calculations 126 128 Functions 127 hide details 130 Fund Summary report 74 Page break 120 print 131 G save 131 Given 0 Times report 73 save as file 131 Given X Times 71 select columns 126 Giving by Fund by Month report 76 select data 125 Giving by Fund by Quarter report 77 sort 128 Giving by Fund by Week report 75 titles 128 1 D Import 14 41 Data file Individual donation receipt 49 backup 142 143 Install 5 compact 146 In Kind Giving report 81 location 142 185 Form 990 85 open different 148 repair 147 148 K Delete 24 47 donations 138 Key Words 21 L Labels 95 114 custom 134 136 standard 3X10 114 Letters 105 License number 8 List of Values 137 139 140 Logo 11 M Mail merge 20 28 105 114 Menu 11 MYOB 38 41 N Network installation 5 Network system backup 143 compact data file 146 connect to different data file 145 recover database 144 repair data file 148 Non tax deductible 40 o Organization 19 25 Output presentation 130 P Page breaks 129 Password 10 Phone 17 Pledge add fund 86 add individual 88 create labels for 95 email pledgers 94 progress letter 101 write letter to 97 Pledge fund 86 Pledge Pro
56. E am ad RUM cm ES EEE mmm ae E i 1 2 Ez EE Pol f mcm Ez ioi Cee EF Can get a list of all my property donations Highlight In Kind Giving report Report results Yes The In Kind Giving report breaks down information into name date in kind gift and value To run this report Select Reports and Labels gt Donation Reports from the main menu Select In Kind Giving from the left sidebar Enter the date ranges funds to include and donors to include Click GENERATE As an example let s say we wanted to see all In Kind Giving for the year of 2008 Enter 1 1 09 as your Start Date 1 2 Enter 12 31 09 as your End Date 3 Click on the double arrow to select all Funds 4 Click on the double arrow to Include all people and organizations 5 Click on the columns tab to select your preferences for your columns name donation date in kind gift in kind value 6 Click on how you prefer to sort your criteria by name gift date 7 Click GENERATE to produce your report inter date range crite S Meer _ mme cu T II e Eme ER Click over SE Ho the funds eee Li 4 and donor types you are m interested Available Ys ius Cm 88 Hir ire EE Cej 81 Can 1 get summary information for appeals The Appeals report summarizes how much was contributed based on an appea
57. Enter 100 as the amount 1 2 Enter the Start Date as 1 1 08 3 Enter the End Date as 12 31 08 4 Click on the double arrow to the right to move all Funds to the selected column 5 Click on the double arrow to the right to move people and organizations to the selected column 6 Click on the columns tab 7 Mark name address amount number of gifts Mark amount under the section for sort 8 Click GENERATE Actions EL mes um Eo guo ne C Pee am quum quem Can I see those donors who have given so many times The Given X Times lists the donors who have given over a certain number of gifts based on the date range funds and association you select To run this report 1 Select Reports and Labels gt Donation Report from the main menu 2 Click Given X Times on the left sidebar 3 Enter the number of gifis you are interested in 4 Enter the date range funds to include and donors to include 5 Click on the columns tab 6 Select the fields you d like displayed on the report and indicate the sort order 7 Click GENERATE As an example let s say we d like to know who has given over 2 times throughout the year It doesn t matter if they are people or organizations or to which fund they have given to 1 Enter 2 as the Over Times Given number 2 Enter the Start Date as 1 1 08 3 Enter the End Date as 12 31 08 4 Click on the double arrow to move all Funds to the
58. Honor Roll User Manual Table of Contents INSTALLING HONOR ROLL How do I install Honor Roll on a single computer How do I install Honor Roll on a network How do I upgrade Honor Roll from a previous version GETTING STARTED How do I start Honor Roll What is the Setup Assistant and how do I use it How do I get around in Honor Roll What needs to be set up before using Honor Roll Can I import contact information into Honor Roll from other programs MAINTAINING CONTACT INFORMATION How do I enter a new contact What are custom fields and how do I use the 52 How do I indicate which organizations a contact is involved with How do I remove a person s involvement with an organization Can 1 enter comments for a contact How do I create and save correspondence for an individual What are key words and how do 1 use them How do I view or create new pledges for a contact How do I update or change a contacts information How do I delete a contact MAINTAINING ORGANIZATIONS What is an organization in Honor Roll How do I enter a new organization How do I indicate which contacts are involved with this organization 1 enter comments for an organization How do I create and save correspondence for an organization What are custom fields and how do I use the How do 1 pull up an organizations record Can I view an organization s donations I see what an organization has pledged How do I modify an organization s inf
59. ID fields are determined by Honor Roll and may not be modified To save the information you ve entered press OK To leave the screen without saving the information click CANCEL Click Add i t rmm Zu CS Cum Eum GED Ema Gur Pledge Maintenance To enter pledges from Pledge Maintenance select Pledges Pledge Maintenance from the main menu Next click on Add Pledge on the right side Action bar The Enter Pledge window will be displayed First enter the Last Name or a portion of the last name and tab out of the field A list of people with that last name will be displayed Double click on the individual who is making the pledge 89 Next use the drop down box to select the applicable Pledge Fund Note the Start and End Dates from the pledge fund will be entered as the defaults for this pledge These dates may be changed For example if you have an existing Water Project fund that runs three years you may have people that pledge to that fund in the middle of the campaign Simply change the individual start date on their pledge record Next use the drop down box to select the applicable Payment Period Will they be paying weekly monthly or annual basis Next you can enter the Total Amount of their pledge the amount they will pay over the course of the entire pledge period in the Pledge Amount field Once you ve en
60. Leave People as the base table upper left drop down box Press ADD REPORT The query editor is displayed Select Year to Date as the Field Name Highlight is greater than in the Comparison box Enter 250 in the Value field 5 Press QUERY Review the list of people If this looks right and you are ready to create your report press CONTINUE 6 Double click on the Master Table fields Last Name First Name Email AddressAddressl City State and Zip 7 Highlight Last Name press green arrow to move to sort order box S Select File gt Save to save the template 9 Select File gt Generate to print the report Note sort order Donation Summary For this example let s list the donor name and donation totals for a six month period 1 Select Reports gt Quick Reports and Labels from the main menu 2 Select Donation as the base table upper left drop down box 3 Press ADD REPORT 4 The query editor is displayed a Select Donation Date as the Field Name b Highlight is greater than or equal to from the Comparison box c Enter 12 01 2008 as the Value d Click the ADD LINE button e Select Donation Date as the Field Name T Highlight is less than or equal to from the Comparison box Enter 6 15 2009 as the Value 132 Detail line is hidden Pound sign is used to copy name down to summary line Donation amount is summarized for each name Press QUERY Re
61. NT button If you d like to save the changes press SAVE 136 CLEANING UP THE DATA DATA ADMINISTRATION Can add or modify the valid value lists Most lists can be changed The lists are the valid values that you can enter for a field such as Association Key Words City Telephone Types ete To modify this information select Admin gt Edit Lists from the main menu A sereen with all the lists will be displayed Click on the list you d like to modify Click to return to the menu From this window click on the type of list you d like to modify A window will be displayed with all the valid values for that type List of all the valid values for Werner Cm list in this case ior lek on the appro poses priate acon i Click ADD ITEM to add a new value to the bottom of the list If you d like to change the spelling ofa value highlight the item then click EDIT ITEM If you d like to delete a value hightight the value then click DELETE ITEM Ifyou Would like to sort the values in alphabetical order click the SORT button To print the values click PRINT save the changes you ve made click the OK button to return to the main menu 137 Can I delete old donation records Yes If you would like to delete old donation records select Donations gt Delete Old Donation Records You will be prompted to enter the date for which all earlier donation records will be deleted For
62. Program files BytheBook HonorRollServer Data Yourdata ADD Close the Honor Roll program Copy your data file to a different location such as a CD or memory stick On Windows your data file consists of two physical files One has an extension of ADD the other file has the same name but ends with Make sure you copy both files On Mac your data file is comprised of only one file This file will end with data 4 Next install Honor Roll Server version from the CD or from the server download file 5 Next install Honor Roll Client on each of the workstations that need to access Honor Roll Honor Roll Client also needs to be upgraded 6 Once the newest version is installed your data needs to be converted to the new 7 version Copy your backup data file to the following location on your server Windows C BytheBook HonorRoll_Server Mac HD Applications HonorRollServer 7 Atthis point start Honor Roll Server by double clicking on the Honor Roll Server icon An open file dialog box is displayed Navigate to you data file from the previous step 8 Next start Honor Roll Client from a workstation and connect to Honor Roll This will begin the conversion process 9 Next you ll need to enter your new license number Form the main Honor Roll screen go to File gt Enter License 10 in the license number found in the upper right corner of your invoice press the tab key The number of users allowed will be displayed If
63. QuickBooks or MYOB 3 Do you want to print a deposit slip 38 Highlight the batch you wish to close Click DONE to return to the main How Reduce the amount and press TAB to bring up asec ond line Click CON TINUE to proceed with the close process do split a donation across multiple funds To split a single donation across funds 1 Enter the Last Name or a portion of the last name Press tab or use the mouse to leave the field A list of people with that last name is displayed Double click on the appropriate person Enter the Donation Date if it is not the same as the batch date Enter the Total Amount of the donation Enter the Check Number The check number is not a required field If you do enter a check number the Donation Type will be set to check 5 Note the Amount and Designation in the lower box Place your cursor in the amount field in the lower box Change the amount to the first portion Let s say Joe gave 100 He wanted 50 to go to the General Fund and 50 to go to the Missions Fund In this example we d change the amount to 50 Then press the tab key Notice a new line is opened up with the remainder in the amount field For this example we d just need to enter the designation of Missions for the 2 line 6 Click OK amp NEXT to enter the next donation or click OK to save and return to the main menu or click OK and SAME DONOR to enter another donation for the same person
64. Select Pledge gt Pledge Maintenance from the main menu Double click on the fund you are working with Highlight the people you d like to send an email to Select Send Email from the Action drop down field If you didn t highlight any people you ll be asked if you want to send an email to everyone in the list 94 ecu iiam Select Email ee Se iere icum from Action field SS You can also email from the Pledge Summary window Select Pledge gt Pledge Maintenance from the main menu Select Donor from the Find By criteria You can find pledgers by name or click SHOW ALL Highlight the folks you d like to send an email to then click Send Email from the Action bar on the right ae Sa a sea imme Email to E TE TTT Sew al the highlighted aa mri mc mmi UR pledge CEO C Cr GED G Can I create labels for people who pledged to a fund Yes To create labels for all the people who pledged to a fund select PledgePledge Maintenance from the main menu Highlight the appropriate pledge fund then click Create Labels from the Action bar on the right ums E cen oe 8 Sink El Bend ad SO ei Click ais asic mee Create AM Labels SD Oo Ge i GED CERE Cm 95 The label
65. TION F for Mac A Find Person window will be displayed Enter the last name of the person you want Then press enter or click SEARCH A list of all the people with that last name will be displayed Double click on the appropriate record 1 Click on the Organization tab 2 Click ADD to ORGANIZATION 3 Use the drop down list to select the appropriate organization 4 Move your cursor to the Involvement field Indicate how this contact is involved in the organization If the organization is not in your drop down list you can add it from this sereen by clicking NEW ORG For more information on creating Organizations see the chapter on Maintaining Organizations Use drop Click ADD down to TO ORG but select orga ton nization How do I remove a person s involvement with an organization If you d like to remove a contact from organization 1 Press on the Organization tab x Highlight the organization you want to remove them from and press REMOVE ORG Can enter comments for a contact Yes To enter comments for a person pull up that person s record by selecting People Edit Person from the main menu Enter a last name then click SEARCH Double click on the appropriate person Click on the Comments tab Enter the free format text ene aee poe Id E Enter free format text here How do create and save correspondence for an individual Honor Roll Call includes a word processor
66. Tete Fund from pledge fund the Action field and all pledges Deleting a pledge fund If you would like to delete a pledge fund select Pledges gt Pledge Maintenance Highlight the fund you d like to delete then click Delete on the right side Action bar The pledge fund and all related pledges will be deleted You can also delete the pledge fund from within the edit pledge fund window Select Pledge Fund Delete Fund from the drop down Action field 92 Click to delete highlighted imi rea co m mee DD Ge C How do modify delete pledge information for an individual Once pledges are entered in Honor Roll you can modify the Start and End Dates Pledge Amount and Payment Period To edit these pledges select Pledges gt Pledge Maintenance You can find the individual pledges by fund or by donor Find by Fund Name If you d like to find the individual pledges based on fund name select fund for the Find by criteria then enter the name of the fund Click SEARCH or hit the return key Double click on the appropriate fund Next double click on the individual pledge that you d like to modify or highlight the pledge and click EDIT To delete an individual pledge highlight the pledge and click DELETE or double click on the pledge and click DELETE CDS r o n Double click on
67. To Budget report the weekly budget will need to be entered Click OK to save the information you entered This window will be displayed each time you start Honor Roll until the Ministry Name is entered Ta navite you can sitar us the buttons or cik cn araara co Cn OAN E oscan lene the askin at ary time by csr the wirda To iki Pe scart Admin gt Asti Eme Gee Enter your ministry demographic infor mation Note the date your trial expires Click NEXT to navigate to the security setup sec tion Click NEXT to go mihe Trial info pase Ete ve 12790 Previous J EE Trial Info This page lets you know when your trial period expires If you decide you d like to purchase the program enter your license number her If you need to extend your trial you can click on EXTEND TRIAL to extend for another 30 days versn tich wil cr 7 17200 enter he serum By The Bosk 1 SSS If you have is purchased the program enter your license number here aan ssa resis LE Security To activate Honor Roll s password system you ll need to give the Director user a password 1 Enter a password to the right of the name Director 2 Enter a password to the right of the name Administrator You will no
68. Use the Find By criteria or click SHOW ALL to display a list of contacts 5 Scroll to the person you wish to associate with the organization double click on his her name 6 You ll be prompted to add this person as an associate of the organization Click YES ADD 7 You ll be prompted to enter how this person is involved with the organization Bb PED ELS P PI see EI m Mes enc Pen oe te mtem omar ET EF scab 1 Tem SHE ew sir Exec Click ADD AS _ A SOCIATE nu nme Birnen ia ag aa e EA ary CN ca Co 26 Ifthe associ ate is not yet in the Honor Roll database you ll be taken to the People screen to enter his info New Contact To associate a new contact with this organization Click on the Associates tab Click ADD ASSOCIATE Click ADD NEW PERSON button The Enter Person screen will be displayed See the chapter on Maintaining Contacts for directions on entering new people into the database 5 Once you ve entered the person s info click OK to save it and return to the Organization window You ll be prompted to enter how this person is involved with the organization puppe Click OK to TT save the info sae bel and go back to aves Organization mg ED TTT
69. accounting reference numbers Ifthe fund is not an active fund check the box to mark it Inactive Ifthe fund is not a tax deductible fund then mark the box for Taxable Press OK to save the information and retur to the main menu Be Click here to add anew fund CREE co of the fund Click OK to save the information Enter the account number associ _ ated with this fund This is not required to save and enter another Can import contact information into Honor Roll from other programs Click NEXT to continue the import process Yes You can import people information from tab delimited files The easiest way to create a tab delimited file it to pull the information into Excel then save it as a Text File Select File gt Import People Note the fields and the order of information required for the import Click NEXT Click LOAD FILE Navigate to your source data Highlight the file name and click OPEN Note the information is displayed in a tabular form on the screen Make sure the columns line up with the information For example make sure you have title in the first name column and so on pawn The source file for the import must contain the following columns in this order 1 Tile 2 Last Name 3 First Name 4 Nick Name 5 Suffix 6 Email 7 Home Phone 1 amp Home Phone 2 9 Address 1 10 Address 2 1L City 12 State 13 Postal Code 14 Birth Date 15 C
70. am Coni p mem create letter 000096 Confer ek irm 79 Can get statistical information about giving The Donation Statistics report breaks down donations zip code and giving ranges This file also outlines the number of givers by range of giving To run the Donation Statistics report Select Reports and Labels Donation Reports from the mai Click Donation Statistics on the left sidebar Enter the date ranges funds to include and donors to include Click GENERATE menu supe As an example let s say we d like to see statistics comparing 2008 giving and 2009 giving We d like to consider all donors any association We d like to see these statistics for the General Fund Enter 12 1 08 as the first period Start Date Enter 12 31 08 as the first period End Date Enter 12 1 09 as the second period Start Date Enter 12 31 09 as the second period End Date Click General under Funds to move it to the selected column Click on the double arrow to the right to Include people and organizations Click GENERATE to produce the report Enter dale range crite Click over the co TEE a fund funds you m ETE a are interested in Highlight ee Donation E Statistics gum n ded LS Click GEN ERATE to mun report Report re Actions that sults J fan be per sia eect trending tina ne formed against ee en LJ Hom 1 24 Wes poured
71. anged 7 Enter the Ending Date This date is defaulted today s date S Next your print dialog window will be displayed so you can send the printer vip to the Indicate if you ll be creating a receipt for an individual or an organization Find the specific donor mm pr eei commo by typing their last name and clicking SEARCH Double click on the mame or highlight the name and press the CLOSE button I ae Enter the date rang for the statement Click OK to print E feao 56 CREATING DONATION REPORTS How do use the Donations Reports window To run the majority of the standard donation reports select Reports and Labels gt Donation Reports There are three sections to this window 1 Report links 2 Criteria tab 3 Column tab Report Links The donation report options are listed on the left sidebar of the Donation Report sereen To select a report click on the name of the report The information in the criteria tab and columns tab will change based on which report is selected The following reports are available from this area Donor Detail This report lists all the individual donations for a donor based on the criteria selected Donor Summary This report summarizes the amount given by a donor for the criteria selected Donor Summary by Fund This report summarizes the amount given to each fund by a donor
72. ation within your data file The process of compacting is slightly different depending on whether or not you use a stand alone or server system Single user system 1 Make sure Honor Roll is not running while you run the compact utility 2 Start 4D Tools a On Windows 4D Tools is located in the C BytheBook Honor Roll folder Double click on the 4DTools exe icon to start the utility b On the Mac 4D Tools is located in HD Applications Honor Roll folder Double click on the 4D Tools icon to start the utility Change the type of file to look from Structure File to Compiled Database Navigate to HonorRoll folder and highlight the HonorRoll 4DC file on Windows For Mac users highlight the Honor Roll application icon 5 Click the OPEN button D Highlight the Em HonorRollADC ie eT file a Change to type gos Rd compiled data base When you are E ready to proceed Ss click OPEN ato e Fou A E 6 Ifyour current version of Honor Roll is not connected to a data file or you are a user you will be prompted to enter the data file name that you want to compact Click SAVE 7 The 4D Tools main screen is displayed Click on the Maintenance tab S Click on the COMPACT button During the compacting process 4D creates new data file The next screen prompts you to enter the name you d like for the new data file 9 While the compacting process is running you ll see status bars Once the proce
73. ber in 1 When you close your batch a message will be displayed asking if you d like a summary printed to disk Select YES 2 A window will be displayed asking about your accounting package 3 First select the name of your accounting package from the drop down box 4 The next field is asking for the checking or savings account you ll be depositing the information into 5 Enter this exactly as it s found in your accounting package 41 Select your ac counting pack age Click CONTINUE A file dialog box will be displayed Enter the name and location to save the file Click SAVE This file can then be imported into your accounting package Seer seceutngphane Enter the name of the account you ll etri rre aant ase deposit the money an Honore snes Cheval Name the file Can edit an existing donation Ifthe donation is less than two years old you may change it at any time To modify donations select Donations gt Edit Donations from the main menu A window You have three options By Donor king you to select the method by which to select the donation is displayed By Organization By Batch or By Query Editor By Donor Name Once you ve marked by Donor Name 1 Click OK A window will be displayed asking for a Last Name or portion of last name for the donor Enter the name and click CONTINUE A list of people with that last name will be dis
74. cess is complete you may press QUIT to leave the 4D Tools utility window How do repair my data file Change to type compiled data base Ifyou should get a message that your data file is corrupted run 4D Tools to repair the file Single user system 1 Start 4D Tools On Windows 4D Tools is located in the C BytheBook HonorRoll95 folder Double click on the 4DTools exe icon to start the utility b On the Mac 4D Tools is located in HD Applications HonorRoll folder Double click on the 4D Tools icon to start the utility Change the type of file to look from Structure File to Compiled Database Navigate to HonorRoll folder and highlight the HonorRoll 4DC file on Windows For Mac users highlight the Honor Roll appl 4 Click the OPEN button LETE eee i Exe Highlight the Seas HanorolL4DC Ex E se e ae When you are M ready io proceed click OPEN wem eee FT sue r 3 147 Click on a c ee Nea tra pair All ton mox 5 your current version of Honor Roll is not connected to a data file or you are a user you will be prompted to enter the data file name that you want to repair Click SAVE 6 The 4D Tool repair screen is displayed Follow the repair instructions Honor Roll Server 1 Start 4D Tools a On Windows 4D Tools is located in the C BytheBook HonorRoll Server95 folder Double cl
75. ck the name title The records will be saved in descending order To select ascending order click on the title again 4 Note the drop down box to the right of the amount Click on it to see the fund for thi donation If the donation was split between funds you ll see each fund and how much was donated to that fund 5 select a donation for changes double click on the donation record The Donation Detail screen will be displayed You may change the Donation Date Amount Check Number and Designation in this window 6 Press OK to save your changes and retum to the list of donations If you are done with your changes click DONE This will retum you to the list of batches 7 Ifyou are done click CANCEL Select the batch that you need to edit a mmn Double click on the batch or highlight and press CONTINUE The donations for Re Tair Tr Fenn FoF that bach are listed pm ee Double click on the Cot m S ECCL m one to be modified x Ga CD oer Mae ihe change iet E 44 By Organization Name Once you ve marked by Organization Name 1 Click OK A window will be displayed asking for a Name or portion of name for the donor 2 Enter the name and click CONTINUE A list of organizations will be displayed 3 The list of donations for that donor is displayed You can change the sort order within this screen by clicking on
76. ck on PRINT SAVE et Scroll to view rest of report EL B Can I view how much was given to each fund by quarter The Giving by Fund by Quarter report summarizes the donations for a given time period by quarter in a spreadsheet format The quarters are listed across the top To run this report 1 Select Reports and Labels gt Donation Reports from the main menu Click Giving by Fund by Quarter on the left sidebar Enter the number of quarters ending date of the last quarter funds to include and donors to include 4 Click GENERATE As an example from any person 1 Enter 4 as the Number of Quarters 2 Enter 12 31 08 as the ending date of the last quarter to be considered 3 Click the double arrow to move all Funds to the selected column 4 Click the double arrow to Include people and organizations 5 Click GENERATE t s say we d like a giving report that includes donations to any fund T Highlight Giv ing by Fund by Quarter report Click GENER ATE to run report Report results Enter number Res of quarters etna oi gt aon areas a a date criteria oa russa 1 Click over fund names and donor types to include in report Click to PRINT SAVE etc How list all donations for a period of time The Donation Detail report outlines all donations for a given time period for the funds you are interested in for the ass
77. ct Letters gt Personal Letter from the main menu The find person window is displayed Enter the Last Name of the individual that you ll be sending the letter to list of people with that Last Name will be displayed Double click on the appropriate record 105 Word processing menu and icons Return address recipients address and salutation are already sup plied disse Now the word processing window is displayed Today s date address block and salutation are displayed based on your selection from the previous step You may begin entering the body of the letter Once you ve completed the body of your letter to print select File Print from the menu Honor Roll asks if you d like to save the letter in the individual s record If you do not want to save this click CANCEL If you do want to save the information in the person s record enter the subject and mark the box indicating save date and subject in personal Save sunt an copy or ter m reciente records Indicate if you d like to save this let ter in the person s record ete te cmm record If you would like to save a copy of the letter in the personal record mark the box save letter in personal record It you d like to save the letter select File gt Save As Enter the file name and location and then click SAVE To leave the word processor click DONE To multiple pe
78. d will be entered as the defaults for this pledge These dates may be changed For example if you have an existing Water Project fund that runs three years you may have people that pledge to that fund in the middle of the campaign Simply change the individual start date on their pledge record Next use the drop down box to select the applicable Payment Period Will they be paying on a weekly monthly or annual basis Next you can enter the Total Amount of their pledge the amount they will pay over the course of the entire pledge period in the Pledge Amount field Once you ve entered this amount the Each Payment amount on the right side of the screen will be calculated Or you can enter the Each Payment amount and the Pledge Amount will be calculated If you wish progress against this pledge to be printed on the donation receipt click Yes for Report on Rept The date completed Pledge ID and Pledge Fund ID fields are determined by Honor Roll and may not be modified To save the information you ve entered press OK To leave the sereen without saving the information click on CANCEL How do search for pledges You can search for pledges based on fund name or by donor name Select Pledges gt Pledge Maintenance from the main menu To view all pledge funds click SHOW ALL Use the Find By drop down box to select specific criteria Enter the fund name or donor s name Click SEARCH or press the return key to view all the pledge
79. e Can I put static text on a label Yes Enter the text you d like on the label in the Static Text field undemeath the list of fields Then click on the arrow above the field to move the text to the label template Once the text is on the label template you may drag it around change the font and size Drag and drop Click on this ar the text onto row and the text the label tem will move to the phe label template Cr Make sure the 8 text is selected Enter the text boxes around you d like on the the comers label 5 then change the font type and size JC e ae Ce 135 How do adjust the label format size Click on the layout tab in the Label editor This tab allows you to select the number of labels per sheet the size of the labels and the horizontal and vertical gap between labels Click on Layout tab Enter gap and margin informa tion Enter the number of labels across and down po Click to print the letter tm labels plate SS SST How do print the labels To send the labels to the printer press the PRINT button The print dialog box will be displayed you may choose your printer Can use the label template again Once you ve created the label template you ll want to save it so it can be used again The template is made up of the fields static text and the formatting options that
80. e displayed 3 The Description is the name of the fund such as missions Note that in order to export into Quickbooks the designation name must match the income account name in Quickbooks chart of accounts 4 The Account Numbers are any accounting reference numbers you would like to use Note that in order to export into MYOB the accounting reference numbers must match 5 Inactive Mark this box if you will no longer be using this fund name When you center donations this inactive fund will not be displayed in the list of fund 6 Taxable Mark this box if donations to this fund are not tax deductible and should not be included on contribution receipts Listing of all Funds that folks can donate PST pr To add to the list click ADD AC COUNT Delete Account Enter the fund description and Click OK account number if tosaveor applicable 81 OK amp SNEXT m CIO to enter another ccna account wa D ma 5 Kaere 000 EEE mem 36 What is a batch A batch is simply a grouping of donations We recommend that you create a batch for each time you are considering making a deposit Once you ve entered the donations for the batch and close it you can print summary reports create deposit slips and import the summary to QuickBooks or MYOB How do l enter a basic donation To enter donations into an existing open batch high light the batch and click
81. e designation fields are the ID of the related donation record the fund designation the amount given to that fund and the pledge ID if the designation was for a pledge fund Pledge The pledge table contains the information about an individual s pledges The fields are the ID of the person who made the pledge the fund that the pledge was made to the amount of the pledge and the start and end date of the pledge What are sets and how use them A set is a grouping of records Each time you execute a query a set of records is displayed Once you have the list or set you may save it To save a set press the SAVE SET button A file dialog box will be displayed allowing you to choose the location and to name the file After you ve entered this information press SAVE iis These query seas cir es sumens pz GEO eee Hee e Click T later use Now this set can be used for multiple tasks For example let s say you are creating a merge letter to people that have donated to certain fund You need to give the director a list of those people you need to create the merge letter and you need to create labels for that group of people Those are 3 different tasks but all with the same set of people You could do the query once save the set then re use the set for each of the tasks PLEASE NOTE the set is only a snapshot of who has given to a fund at that particular time The set does
82. e sort order column Click GENERATE ame In the example let s say we d like a Donor Summary by Fund report for all donors we don t care if they are people or organizations and we want to see all the funds they donated to for the given time period On the report we want to donor name email total giving and number of gifts 64 Donors listed with the amounts they ve given to each fund Enter 1 1 09 as the Start Date Enter 12 31 09 as the End Date Click on the double arrow to the right to include all Funds Click on the double arrow to the right to include both people and organizations Click on the columns tab Mark name email total and number of to display these fields on the report Click name to sort by the donor s name Click GENERATE to produce the report eee How can view a spreadsheet that shows giving by week for each donor The Donor Giving by Week report lists all the donations for a given time period by week in a spreadsheet format The weeks are listed across the top To run this report Select Reports and Labels Donation Reports from the main menu Click Donor Giving by Week on the left sidebar Enter the date range funds to include and donors to include Click GENERATE Bsp In our first example let s say we d like a donor report for all donors we don t care if they are people or organizations and we want to know all of their donat
83. earliest date of donations to consider for example 1 1 08 Press QUERY A list of people who gave on or after 1 1 08 is displayed From the results list press the SELECT button This brings up the sereen that allows you to perform the intersections unions and differences In the left box labeled Set A mark the button for Current Selection then press the button GET SET A Now SET A contains all the people who have donated since 1 1 08 Next let s move over to the box labeled Set B Click on the button for Query Editor and press the button GET SET B The query editor is displayed 122 Difference sub Change the Query In table to Group cople 1 2 Select the Keyword category you are interested in 4 Highlight is equal to in the Comparison box 5 Enter hospitality volunteer as the Value 6 Press QUERY The people who have the keyword hospitality volunteer are in SET B Next click the button to Combine Sets if you d like to see the union of the two sets That is the combination of the people who met both criteria Press the OK button to see the results of the intersection Click Subtract B from A if you d like to see the difference between the two would show you all the donors but are not considered hospitality voluntec to see the results of this difference ets This Press OK Click Subtract A from B if you d like to see the difference between the two sets This dif
84. ears If the second trigger is set to 6000 the right area will list all who have given 6000 or more in the report year You can change the trigger levels for donor 85 Click OK to save and return to pledge main tenance MAINTAINING PLEDGES To track pledges in Honor Roll you must first setup the pledge fund The pledge fund can be a multi year campaign such as a Water Project fund Or it can be a yearly contribution pledge Once the pledge fund has been established you can record the individual pledges How do set up the pledge fund A pledge fund must be for an account that is established in the chart of accounts Ifthe chart of accounts does not contain this fund designation you ll need to set that up first See Getting Started for more details There are several ways that you can add a pledge und in Honor Roll 1 Through the Pledge Maintenance screen 2 From the Main menu 3 From the Pledge Fund Action field Pledge Maintenance screen To create the pledge fund select Pledges gt Pledge Maintenance from the menu The Pledge Maintenance screen is displayed Click on Add Fund on the right Action bar Click Add Fund nn o ee I i le 7 C La Cum Ge Ges Ge Gen Ge Enter the mnm pledge fund cuc E o mn 2 information 2 mes meia TTT I m Fists pem Click to add individual pledges
85. eed to pull up a person s record Select People Edit Person from the menu or type CTRL F for Windows or Apple for Mac A Find Person window will be displayed Enter the last name of the person you want Then press enter or click SEARCH A list of all the people with that last name will be displayed Double click on the appropriate record Next click on the Key Words tab Click the ADD KEYWORD button underneath the category you ll be entering A row will open up in the Key Words box Enter the following information Enter the value of your Key Word After you enter the value Honor Roll will ask if you d like to add it to the list of valid values If you d like to add it to the list answer Yes Once the list of values is established you may use the drop down box to select values You may also type the first few characters of the value press tab and the field will be filled in Enter specific value Click ADD KEY WORD to add values for this contact xp How do view or create new pledges for a contact All pledges for this donor will be listed here Pledges are typically entered through the Pledge Maintenance screen However you can View and add pledges in the People screen View pledge information Pull up that person s record by selecting People Edit Person from the main menu Enter a last name then click SEARCH Double click on the appropria
86. elect Donations Receipt Text from the main menu 2 Click on the tab for 3 per page 3 The first text field is a short text area which could be used for a verse or ministry s mission statement 4 The next larger text block is used as thank you text You can set the font and size of the font by clicking in the field below and making your choice 52 Pa Pn tie i ert rer dfe Enter thank you p dat Hmmmmmy Click on 3 per page 3 Change font and size of thank you text a Eo Annual donation receipt There are two text areas that be used with the annual or personal donation receipt enter this text 1 Select Donations Receipt Text from the main menu Click on the tab for Annual The first text field is for the text in the main section of the receipt It is printed to the right of the donor s name and address 4 The second text field is for footer text This is usually used for the disclaimer that no goods or services were received for the contribution Enter thank you ae text Click on Annual aa Receipt Enter footer How 1 create a receipt for a specific donation There are two ways to print receipts for individual donations From enter donations screen To create a receipt from the Enter Donations screen 1 Select Donations gt Enter Donations from the main menu 2 Ente
87. ell Phone 16 Work Phone Note the fields and order of the field required for the import Hioc met 14 Click LOAD FILE e Navigate to your tab delim ited file Confirm that data is aligned prop erly A TY Click OPEN D Click FINISH to start the import process MAINTAINING CONTACT INFORMATION How do enter a new contact To begin entering a new contacts select People gt Add People from the main menu You also use the shortcut keys CTL on Windows or OPTION N on Mac to get to the Add People window Enter the general information phone information and alternate address then press OK to save the information or OK amp Next to save and enter a new contact General Info 1 Tile Enter the formal title of the contact you are entering For example Mr Mrs Dr ete 2 First Enter the first name of your contact 3 Middle Name Enter the middle name or initial of your contact 4 Last Name Enter the last name of the contact 5 Suffix Enter the suffix Jr Sr ete if applicable 6 Spouse If your contact is married and you d like to know his her spouse name you can enter that in the spouse field 7 Formal Salutation This is built for you based on the title you s name is included and the last name If you d like a differen
88. email address Donation Date The date of the donation Fund The designation 58 Amount The amount of the individual donation or summary amount Street The address 1 field Full Address Address plus city state and zip Number of Gifts Lists how many times they gave Total The summarized amount Average The total amount divided by the number of gifts In Kind This includes property gifts How can use the Donation Output Window Once you ve chosen your report entered your criteria and selected the columns to be included on the report click GENERATE to create the report The report is displayed in the Donation Report output window The following functions can be performed from this window 1 Click on PAGE SETUP to set your printer and paper size and orientation 2 Click on PRINT PREVIEW to preview the output Do not send the report to the printer from this preview window it will only send the first page to the printer 3 To change fonts column ste click CUSTOMIZE The report will be displayed in 4D view Honor Roll s spreadsheet program Make your modifications here 4 Click on PRINT to send the report to the printer The report Action buttons results C 5 Click ZOOM IN to make the font in the report larger on your screen 6 Click ZOOM OUT to make the font smaller on your screen 7 To save the report as a fab deli
89. erent text areas that can be used with the 1 per page donation receipt based on the specific heading formats To enter this text 1 Select Donations Receipt Text from the main menu 2 Ifyou ll be using plain paper click on the tab for Plain Paper a The first text field is for an area that will print to the right of the donors name and address This area could be used for a special verse or your ministry s mission statement b The second text field is for a thank you text area You can set the font and size of the font by clicking in the appropriate field and your choices will be displayed c Next enter your choices that will be printed on the bottom tear off and return section of the receipt Enter ashor ission statement Se E EE ere This will be a printed to the right of the donor name pe Enter the thank you text that smaka you d like as the Eu body of your E eco letter UE EU E B 51 3 If yov ll be using Pre Printed paper click on the tab for Pre printed Paper a The first text field is for an area that will print in the center after donors name and address This area could be used for a special verse or your ministry s mission statement b The second text field is for a thank you text area You can set the font and size of the font by clicking in the appropriate field and your choices will be displayed e Next enter yo
90. ew fiscal year has begun it will prompt you to close your year You will need to perform several tasks before you close the year 1 Make a backup of the data file 2 Make sure all your previous year batches are closed When Honor Roll recognizes that it s a new year it will give you a message indicating your current computer date If that date is correct click YES Next a window is displayed asking if you ve made an archive If you are ready to close simply click OK 141 MAINTAINING THE DATABASE What is my data file And where is it located The data fle contains all the information that you have entered in Honor Roll Since this file contains all your work make sure you know the name and location of it and that you back it up regularly Windows For Windows users the data file is comprised of two files the 4D data file and the 4D resource file The 4D data file name will end with the extension 4DD The resource file will end with the extension 4DR The name and location of your data file is located in the lower left portion of the main Honor Roll window The data file location and On the Mac Starting with version 3 0 the Mae data files are also comprised of two files the 4D data file and the 4D resource file The 4D data file name will end with the extension 400 The resource file will end with the extension 4DR The name and location of your data file is located in the lower left portion of the main Honor R
91. example if you would like to delete all donations records prior to 1 1 2004 that is the date you would enter Once you ve entered the date press the DELETE THEM button You will get a confirming message To delete the records press DELETE THEM The records will be deleted and you will be returned to the main menu Enter the date that you d like to delete all donations prior to that date Mark to delete old donation records v aie naan ea aT ete yea ptr i wb tid 5 How identify and clean my duplicate records To identify potential duplicate records select People Search for Duplicates A window will be displayed allowing you to select your duplicate criteria To sce all the people that have the same first and last name click the First and Last Name button To see all the people that have the same address but are in different families click the Same Address option see all the folks with the same home number click on the option for Home Phone Click on the ap propriate search criteria ee yan From the display of potential duplicates click on a person that appears to be a duplicate record then click on the next record that appears to be a duplicate with the first These records will be placed side by side so you can view the information From the buttons undemeath each record you may perform several actions 1 Click the DISPLAY button to view the person
92. ference would give you the hospitality volunteers but have not donated Press OK to see the results of this difference Click the button to Common to A and if you d like to see the intersection of the two sets That is the people that have both donated and are hospitality volunteers Press the OK button to see the results of the intersection The results The results from our first from our second query query cece iym Union combines the results of each meis ot de con mem mon from the v _ EN g iwi The intersection re timen eat sae P e tums the things that are a common between the two sets What is the difference between the conjunctions AND OR and EXCEPT Or increases the possible results by allowing more ways for records to be selected And restricts the possible results by compounding the requirements Except restricts results by introducing exceptions or exemptions If you need to use more than one of these conjunctions place the OR statements first then the AND statements then the EXCEPT If I have a query that I do often do have to re type it each time No Let s say you do a query of Donors Volunteers and Staff on a regular basis To save the query text press the SAVE QUERY button A file dialog box asks for the location to save and the name of the file Enter this information then press SAVE To use the query later
93. folder of your choosing Next move the recovered datafile 4DD and 4DR into the Honor Roll Server folder Open that data file see how do I connect to a differ ent data file for more information 144 Can transfer the data between a PC and a Mac Yes Simply copy the Add data file and the Adr resource file to the other computer and open sec How do I connect to a different data file The following steps outline the process of converting an older data Mac data file to a Windows data file 1 Copy your Mac data file to the PC We recommend that you store the data files in the following location C BytheBook HonorRoll 2 Rename the Mac data file so that it has a ADD extension For example if your data file was ministry data rename it ministry 4dr 3 Create 4D resource file There is a resource file that comes with the standard installation of Honor Roll It is called HonorRoll_Data4DR You ll need to make a copy of this resource file and rename it so that it contains the same name as your data file but with a ADR extension For example if your data file name is ministry 4DD copy the standard resource file to be ministry 4DR 4 Run 4D Tools to compact your new data file See How do I compact my data file for more details How do 1 connect to a different data file The steps to open a different data file will be different based on your type of Honor Roll installation Single User or
94. for designation where the donor has a pledge that donation is connected to the pledge You can tell ifa donation is connected to a pledge by looking on the designation line There will be a pledge ID listed on the right side of the designation line 103 What happens if enter donations for a fund before I actually create the pledge records In this case the donations entered prior to the creation of the pledge record are not connected to the pledge To run a procedure that connects donations to their related pledges you ll need to run the Connect to Pledge procedure To run this procedure select Pledge gt Pledge Maintenance Click Connect to Pledge This should be done with some care Anytime you make mass changes to your database like this make sure to make a backup prior to running the procedure 104 CREATING CORRESPONDENCE How do I create a mail merge letter Select your find by criteria Enter the value then click SEARCH Double click the person you wish to send the letter o Within Honor Roll you can create letters that use data from the database Examples of data that you might want to use in your letter are address information donation or pledge amounts When creating letters in Honor Roll you need to identify the people you will be sending the letter to first Once you ve selected those then you compose the letter To an individual To create a letter which will be sent to one person sele
95. for the criteria selected Donor Giving by Week This report outlines how much a donor gave each week for the criteria selected Each column of the report represents a week Donor Giving by Month This report summarizes how much a donor gave each month Tor the criteria selected Each column of the report represents a month Donor Giving by Quarter This report summarizes the amount given by a donor by quarter for the criteria selected Each column represents a quarter Top X Donors This report lists donors who gave the most based on the criteria selected Donors over X amount This report lists the donors who gave over a certain amount based on the criteria selected Given X Times This report lists the donors who gave so many times based on the criteria entered Given 0 Times This report lists the people in the database who have not given based on the criteria selected Fund Summary This report summarizes the amount given to a fund based on the criteria selected Fund Summary by Week This report lists the amounts given to each fund by week This report is in a spreadsheet format with weeks across the top Fund Summary by Month This report summarizes the amounts given to each fund by month This report is in a spreadsheet format with months across the top Fund Summary by Quarter This report summarizes the amounts given to each fund by quarter This report is in spreadsheet format with quarters across the t
96. formatting here click CONTINUE Note word pro eer LL aaa cessing menu Basora and icons Alignment op Enter tions Haake here Ifyou are including in kind gifts in your pledge progress letter the next text box is used to enter the wording for the in kind giving section eto to toon e seb Enter the like for the in kind gift section of the letter Select font size and type for this sec 102 The next text box is used to enter the closing remarks Enter closing text Fite tees close te set ooo Select font and sia forts ew ae Next the system will ask if you d like to preview the letter Do not print from this preview window It will only print the first page When you are ready to print close the preview window and the Page Setup will be displayed for you to choose your printer Click PRINT to send all progress letters to the printer Can view the people information for folks who pledged Yes To view a list of people and their address information select Pledge Pledge Maintenance from the main menu Highlight the fund you are interested in then click View People from the Action bar The people summary screen is displayed Double click an individual to view his full record Double click record to view When enter donations are they automatically counted towards a persons pledge Yes When you enter a donation
97. gress letter 101 104 Pledge status report 99 Pledge summary 99 Q 40 Query 34 115 124 across tables 120 saving 123 search criteria 117 118 sets 115 QuickBooks 38 41 Quick report 125 133 R Receipts 49 Receipts Not Sent 54 Receipt preference 50 Repair data file 147 8 Security 10 Server backup 143 compact 146 recover 144 repair 147 Sets 115 122 Setup Assistant 9 Shortcut keys 16 25 Single user system backup 142 compact data file 146 connect to different data file 145 recover 143 repair data file 147 Sort 128 Split a donation 39 Standalone backup 142 compact data file 146 connect to different data file 145 recover 143 repair data file 147 T Template label 136 report 131 Top X Givers report 68 Transfer data between Mac and PC 145 U Update 23 Upgrade 7 w Windows data file 142 Word processor 2 Y Year end statement 55 Year End Close 41 28 108 111
98. has given permission to be on the email list cu emn i Muse Note field es e Bus p VA c umm wr E Enter data CE 44 sert ET 5 ped ec ED p How do I pull up an organizations record Select Find By Enter the value you are searching for Results window Double click on the organization to see the details find a specific organization you can select Organization gt Edit from the menu or use the short cut CTL or Option O The Find Organization window will be displayed Use the Find By drop down box to select your criteria type name email phone address or contact name Click SHOW ALL to list all Organiza tions Bus p find the organization by name enter the first few characters of the name or the entire name Press the enter key or press the SEARCH button A list of organizations with that name will be displayed Double click on the appropriate name to view their record To find an organization based on email address select email from the Find By drop down box Then enter the email address or portion of the email and press SEARCH To find an organization based on city select city from the Find By drop down box and enter the city name or portion of the name Press SEARCH To view a list of all the organizations in Honor Roll
99. hat will be sending emails from jin Honor Roll must set up their email 1H information Select File gt My Email from the main menu Enter Return Email Address Enter the Mail Host Name This is your Outgoing SMTP mail address Enter your Username for that mail address If your mail host provider requires authentication enter the Password newe when inet d eem 9 _ Enter subject and body of email Click SEND To an individual To send an email to one person pull up their record For more information on finding a person see Finding and Viewing People From the people screen click the EMAIL button Next the email window is displayed To sets of people To send a mass email you ll need to use the query editor to select the recipients of the email For this example let s say we want to send an email to all folks that have donated more than 250 this year Select People gt Query from the main menu The Query Editor is displayed Select Year to Date as the Field Name Highlight is greater than in the Comparison box Enter 250 as the Value pasane fname Click SEND crema EMAIL to send tae an email to I T each person in the list 8 t ae C3 4 Press the QUERY button A list of people who met your criteria is displayed Press the EMAIL button The email window is displayed
100. hen you close a batch you are given the opportunity to print a deposit slip If you answer yes during the closing process Honor Roll will print a deposit slip for the donations in that batch A sample of the deposit slip is found in the Appendix A You may want to print a deposit slip apart from the closing process Several reasons may include 1 Several batches for the same weekend s donations were created yet there will only be deposit 2 The batch is already closed but a deposit slip is required 3 The batch is not ready to be closed but a deposit slip is required To print the deposit slip 1 Select Donations gt Print Deposit Slip Honor Roll will prompt you for the date of the donations to include in this deposit This deposit slip will contain all the donations for that given date regardless of the batch 2 Finally you are prompted for the page layout and printer selection Can I print the information required for IRS Form 990 non profit you may be subject to reporting your support on an IRS Form 990 The report Honor Roll gives provides the data for this Form 990 To get to this form go to Reports and Labels gt Form 990 Data Enter the year you want to report on then click CALCULATE The trigger level sets the minimum amount for donors to appear in the two windows below If the first is set to 500 the left area will show all who have given 500 or more in the past 4 years If the second trigger is
101. hough each step of the process 3 Once the installation is complete you will have an Honor Roll icon on your desktop 4 To use Honor Roll double click on that icon The first time you use Honor Roll the Setup Assistant window is displayed Press CLOSE You are now ready to start using Honor Roll How do l install Honor Roll on a network A network installation of Roll Call allows multiple people and multiple computers to access the data If you have a multi user license multiple users can access the data simultaneously For example if you have purchased a 3 user license 3 users may access 5 the database at the same time If you have purchased a single user license you may install the network version but only one person may access the data at a time First you must decide which computer will house the database That computer will be your Server The computer you choose as your server should not be used for many other applications For example if your secretary s computer is used for writing letters and accounting you probably wouldn t want her computer to be your Honor Roll Server Since the server needs to be running at all times it would slow down her other work Next decide who will need to use Honor Roll Each of those users will need Honor Roll Client installed on their computer Installing the Server install Honor Roll Server from the CD 1 Simply place the CD in your CD drive 2 For Windows u
102. ick on the 4DTools exe icon to start the the utility b On the Mac 4D Tools is located in HD Applications HonorRoll Server folder Double click on the 4D Tools icon to start the utility Change the type of file to look from Structure File to Compiled Database 3 Navigate to C BytheBook HonorRoll_Server95 Server Database folder and highlight the HonorRoll 4DC file on Windows For users highlight the HD Applications Honor Roll Server HonorRoll ADC file 4 Click the OPEN button 5 If your current version of Honor Roll is not connected to a data file or you are a user you will be prompted to enter the data file name that you want to compact Click OPEN 6 The4D Tools main screen is displayed Follow the directions to repair the file 148 INDEX Symbols pledge 93 pledge fund 92 AD Tools 146 148 Deposit slip 38 85 A Director 10 Donations Reports 57 Administrator 10 Donation Detail report 78 Alternate Address 17 Donation Statistics report 80 Annual Donation Receipt 53 Donors over X Amount report 70 Appeal 48 Donor Detail report 60 Appeals Report 82 Donor Giving by Month report 66 Association 17 139 Donor Giving by Quarter 67 Donor Giving by Week 65 B Donor Summary by Fund report 64 Donor Summary report 62 Backup 42 143 Duplicate cock 138 139 Batch 37 38 SES E Egit donation 42 ee Edit list of values 137 139 140 batch 38 41 en j send 112 1 Comments 20 27 der Compact daa e 146 ESL M
103. ions we don t care what fund they donated to Enter 12 1 09 as the Start Date Enter 12 31 09 as the End Date Click on the double arrow to the right to include all Funds Click on the double arrow to the right to include both people and organizations Click GENERATE to produce the report eR 65 Select Donor Reger elect date Fn I Tags od Week and donor type sene UH sepe TE m p All donors are list a ed and the weeks N SS Show oom across the top in a M TE spreadsheet aco E pem mm Come ee across the spreadsheet Can I produce a spreadsheet that shows donors giving by month Yes The Donor Giving by Month report summarizes the donations for a given time period by month in a spreadsheet format The months are listed across the top To run this report Select Reports and Labels Donation Reports from the main menu Click Donor Giving by Month on the left sidebar Enter the date range funds to include and donors to include Click GENERATE kepe an example let s say we d like a donor report for all people and we re interested in their giving to the Building Fund Enter 1 1 09 as the Start Date Enter 12 31 09 as the End Date Click Missions under the available funds to select it Click People under Include to select it Click GENERATE peeps 66 Highlight Donor Giving by Mo
104. l run the Appeals report 1 Select Reports and Labels gt Donation Reports from the main menu 2 Click Appeal Response on the left sidebar 3 Enter the date ranges appeals to include and donors to include 4 Click GENERATE example let s say we d like to see appeal response from our LMCC Request We d like to consider all donors people and organizations and we want to include all funds Enter 12 1 08 as the first period Start Date Enter 12 31 08 as the first period End Date Click the double arrow under Funds to move all funds to the selected column Click on the double arrow to the right to Include people and organizations Click GENERATE to produce the report Emer dale Ck over te E fetid you xe e wc D rege temen 4 Hight eee z ie N E J x ua Click GEN cs S poc ES QE adn Choc esie yy Report Click to Print results 82 Can 1 get yearly summary of previous 3 years giving The year to date summary report will give you The Appeals report summarizes how much was contributed based on an appeal To run the Appeals report 1 Select Reports and Labels Donation Reports from the main menu 2 Click on Year to Date Summary on the left sidebar 3 Click GENERATE 4 Enterthe ending month for the period Click OK Click Ye Summary By The Book Inc Year to DateDonations Summary Printed o
105. lick CONTINUE The letter will be displayed in the word processing window You may make modifications to the letter here Or simply click PRINT MERGE to send the letters to the printer neos 109 Your letter is opened up Ld ju Click amus CONTINUE to accept Se this ist of i people 5 ses deese oo PE Click PRINT dE mein MERGE to pm print a letter for each person in the list 1 Highlight the letter you d like to re use Click the EDIT LETTER button How do I print envelopes Creating and printing envelopes is very similar to ereating a Mail Merge document The difference is the paper size and formatting options For this example let s say we want to print envelopes for the letters that will be sent to our Donors To create the envelope select Letters Mail Merge Letter from the main menu The window displayed is the Letter template window Click ADD LETTER Next the query editor is displayed This allows you to identily the recipients that need the envelope Since we are looking for our Donors 1 Select Donor as the Field Name 2 Leave is equal to as the Comparison 110 Select True from the Value area 4 Press QUERY A list of all the members is displayed If this looks right and you are ready to create your letter press CONTINUE Now the word processing window is displayed Today s date add
106. mited file or html document click SAVE Enter the location and name of the file to be saved 8 Click SAVE SET to save the list of donors for use within Honor Roll You may want to save the set if you ll be creating labels doing additional set manipulation or creating a new Quick Report based on this list of donors 9 Click CREATE LABELS to create address labels 3 across 10 down size for this list of donors 10 Click WRITE LETTER to compose a mail merge letter to this list of donors 11 Click EMAIL to send an email to this list of donors 12 To enlarge the window click on the lower right corner of the window and drag to the appropriate size 59 How can 1 view all donations for a donor Report list all donations for the donors in the specified time frame The Donor Detail report outlines all donations for a given time period for the funds you are interested in and for the people you are interested To run the Donor Detail report Select Reports and Labels Donation Reports from the main menu Click Donation Detail on the left sidebar Enter the date range funds to include and donors to include Click on the columns tab Mark the fields to be included on the report Mark the sort order column Click GENERATE ayer In our first example let s say we d like a Donor Detail report for all donors we don t care if they are people or organizations and we want to know all of their donations we don t care
107. n portion 2 receipts per page or 3 receipts per page page per receipt With this option you choose how and what to print in header Note choices on the return receipt por tion Two receipts of this size are printed on one 8 1 2 x 11 sheet zu of paper Three receipts of this acana size are printed on 8 1 2 x 11 sheet of 49 The annual receipt is one page per donor receipt All donations are listed Annual donation receipt The annual donation receipt can be printed at year end It summarizes how much the donor gave to each fund It also itemizes cach donation How do set my format preference To select your preference of 1 vidual donation receipts Select Admin gt Preferences from the main menu Click on the Receipts tab set your default for 2 receipts on one page mark 2 Per Page To set your default for 3 receipts on one page mark 3 Per Page If you ll be printing 1 receipt per page and you ll be using plain paper mark J Per Page plain paper If you choose this option you can also indicate the following a Select Header Centered if you would like you ministry name and address to be centered at the top of the receipt b Select 2 Window Envelope if you would like your ministry name and address to be printed on the left so you can use a number 9 2 window envelope to send the receipt e
108. n 1 add or modify the valid value lists Can delete old donation records How can L identify and clean up my duplicate records Can I add an associations to a set of people Can I delete an association from set of people Do I have to close the year What happens during the year end close process Can I make changes to donations after I close the year How do 1 close out MAINTAINING THE DATABASE What is my data file And where is it located How do I back up the database on a stand alone system How do I recover the database from a backup on a stand alone system How do I back up the database on a networked system How do I recover the database from a backup on a network system Can I transfer the data between a PC and a Mac How do I connect to a different data file How do I compact my data file How do 1 repair my data file INSTALLING HONOR ROLL How install Honor Roll on a single computer The standalone version of Honor Roll allows one user on one computer to access Honor Roll For the standalone single user installation user the following instructions Mac Users from the CD To install Honor Roll from the CD 1 Simply place the CD into your CD drive A disk image will be desktop Double click on that image There will be three Honor Roll fles 1 Honor Roll 2 Honor Roll Client and 3 Honor Roll Server 3 Double click on the Ho
109. n amoun Can I see those donors who have given so many times How do I find folks who have not given How do I view how much was given to a fund Can I view how much was given to each fund by week Can I view how much was given to each fund by month Can I view how much was given to each fund by quarter How do I list all donations for a period of time Can I get statistical information about giving Can I get a list of all my property donations Can I get summary information for appeals Can I get yearly summary of previous 3 years giving How do I print the batch detail and summary report Can I print a deposit slip Can I print the information required for IRS Form 990 How do I print the batch detail and summary reports Can I print a deposit slip Can I print the information required for IRS Form 99 MAINTAINING PLEDGES How do I set up the pledge fun How do I enter a pledge for an individual How do I search for pledges How do I modify delete a pledge fund How do I modify delete pledge information for an individual Can I email the folks who pledged to a fund Can I create labels for people who pledged to a fun Can I write a letter to people who pledged to a fund How do I print a pledge fund summary How do I print a pledge summary How do I print a pledge status report How do I create a letter informing donors of their progres Can I view the people information for folks who pledged When I enter donations are they aut
110. n s7200 Report results Same Sme Fenios Penca Grange change Tanusia osion o Fendrasra Year fo Dae through 1230009 Full Year How do print the batch detail and summary reports The Donations Detail report lists all donations included in a batch It outlines the donor name date of the donation amount check number and designation The Donation Summary report summarizes how much was given to each fund for the batch When you close a batch Honor Roll prompts you to print these donation reports If you are not ready to close the batch or you have already closed the batch you can print the reports from the Edit Donations sereen 1 Select Donations Edit Donations from the main menu Select by batch from the next window A list of batches will be displayed 2 Highlight the batch you d like for the report then click OK A screen will be displayed itemizing all the donations 3 Click the PRINT button on the bottom of the page A print dialog box will be displayed for the Donation Detail report You may choose to send this report to the printer or cancel 4 Next you will be asked if you want to print the Donation Summary report Click PRINT to create this report 5 Next you will be asked if you want to sort hy account number or fund name Click on your selection print dialog box will be displayed so you can send the report to the printer Can I print a deposit slip W
111. nations Select Donation Date as the field name select is equal to as the comparison and then put in your specified date in the value field After you press QUERY the list of donations from that date will be displayed You can change the sort order within this screen by clicking on the title bar of the field that you d like to sort on For example if you d like to sort the donations by Donation Amount click on the Amount title The records will be sorted in descending order To select ascending order click the title again Note the drop down box to the right of the amount Click on it to see the fund for this donation If the donation was split between funds you ll see each fund and how much was donated to that fund select a donation for changes double click on the donation record The Donation Detail screen will be displayed You may change the Donation Date Amount Check Number and Designation in this window Press OK to save your changes and return to the Ifyou are done with your changes click DONE of donations 46 Once you se lect By Que ry the query editor will be displayed Select your query criteria field All donations that met the above criteria will be listed Double click on the donation that needs to be changed Enter the value ae ee aa Click QUERY Can I delete old donation records Yes Ifyou would like to delete old donation records select D
112. ng for FINDING AND VIEWING CONTACT INFORMATION What fields can use to view people from the People gt Edit People menu option You can view a list of people that have a common last name first name phone email association address city state zip or keyword How do 1 use the Find Person option To find a specific contact you can select People gt Edit Person from the menu or use the short cut CTL F or OPTION F The Find Person window will be displayed Use the Find By drop down box to select your criteria type last name email association ete Click SEARCH inen IS ri tetur key rupe Ex for results a ean aor SS Ca To find the person by name enter the first few characters of the last name or the entire last name Press the enter key or press the SEARCH button list of people with that last name will be displayed Double click on the appropriate name to view their record If you would like to scroll though the details for the people in the list double click on the first person s record Then from the People window press the next or previous link to scroll through the list To find a person based on email address select email from the Find By drop down box Then enter the email address or portion of the email and press SEARCH To find a person based on city select city from the Find By drop down box and enter the city name portion of the name Press
113. nor Roll file 4 The install program will prompt you through the process C to continue through each step of the process 5 Once the installation is complete you will have an Honor Roll icon on your desktop 6 To use Honor Roll double click on that icon The first time you use Honor Roll a Setup Assistant will be displayed See the chapter on Getting Started for more information on using this window 7 Press CLOSE You are ready to start using Honor Roll isplayed on your on the NEXT button Window Users from the CD To install Honor Roll from the CD 1 Simply place the CD in your CD drive 2 There will be three Honor Roll installation files 1 Honor Roll 2 Honor Roll Client 3 Honor Roll Server 3 Double click on the Honor Roll file 4 Click on the NEXT button to continue through each step of the process 5 Once the installation is complete you will have an Honor Roll icon on your desktop To use Honor Roll double click on that icon The first time you use Honor Roll the Setup Assistant will be displayed For more information on using this window see the chapter on Getting Started S Press CLOSE You are now ready to start using Honor Roll From the Download File To install Honor Roll from the downloaded file 1 Double click on the Honor Roll installer file you downloaded from our web site 2 The install program will prompt you though the process Click on the NEXT button to continue t
114. not change as more people give to that fund To call up the set you may use the GET SET button any time you are at a query editor window with the same Find Records In table name If your set was for people records then the Find Records In must also be for people If the set you saved was Donation records the Find Records In must be for Donations What is the current selection Honor Roll stores the results of the last query performed in memory You can always recall those results by clicking the CURRENT SELECTION button from the query editor For this example let s say you did a query then accidentally clicked on the CANCEL button from the results sereen You could go back to the query editor and press the CURRENT SELECTION button to retrieve your results Click CURRENT SELECTION to pull up the results of your last query ri 116 How do 1 create a basic query To query you ll need to fill in the following information Select the table which contains your criteria field Select the field criteria Results ofthe query x The table you ll be querying from For example if the criteria is the City you ll be querying from the People table Enter this in the Query In portion of the query editor The field name In that same example if the criteria is City you ll need to select City from the Field Name drop down box The comparison In this example the comparison would be i
115. nth Report results list donor names and amounts by month EY Enter pu date fund Pisos Cla and donor RR Satoa ie 7 73 713 e m is Can I produce a spreadsheet that shows donors giving by quarter The Donor Giving by Quarter report summarizes the donations for a given time period by quarter in a spreadsheet format The quarters are listed across the top To run this report L x 4 Select Reports and Labels Donation Reports from the main menu Click Donor Giving by Quarter on the left sidebar Enter the number of quarters ending date of the last quarter funds to include and donors to include Click GENERATE In our first example let s say we d like a donor report for all people and we re interested in their giving to the General Fund Behr Enter 4 as the Number of Quarters Enter the ending date of the last quarter Click Missions under available Funds to select it Click People under Include to select it Click GENERATE 67 Highlight Donor Giving by Quarter Select the fund you are interested in All donors who gave to that fund in those quarters are listed with the amount they gave E n Click on the type of donor for the report ai Ce Ea Can I get a list of my top donors The Top X Givers re
116. ociations you select To run the Donation Detail report Select Reports and Labels Donation Reports from the main menu Click Donation Detail on the left sidebar Enter the date range funds to include and donors to include Click on the columns tab Mark the fields to be included on the report Mark the sort order column Click GENERATE anew For this example let s say we d like a Donation Detail report for this year and includes all donations to all funds Enter 12 1 08 as the Start Date Enter 12 31 08 as the End Date Click on the double arrow to the right to include all Funds Click on the double arrow to the right to Include people and organizations Click GENERATE to produce the report Click on the columns tab 78 7 Mark date name donation type fund and amount to display these fields on the report 8 Click on date under sort to sort by donation date 9 Click GENERATE to produce the report Highlight pol Donation Detail ert gee manas quus lm San ae i Enter date range crite Eum r ug Geen Click over funds and donor types fee Click on Co unns ab Highlight paas you d lke pon Mark the ool umn you d like pa to sort on Dien imm REI AG m E Click to Report Sar Creme PRINT SAVE Beet ei ean 28 ENE os woe Me m CJ a 8 Dome ciko mm send email QUIS K
117. oll window For Mac users who converted from an earlier version of Honor Roll the data file ends with the extension data The name and location of the data file is found in the lower left portion of the main Honor Roll window How do back up the database on a stand alone system The database or data file for Honor Roll is made up of two files The files are the 4D data file and the 4D resource file To make a copy of these files select File gt Backup from the main menu You ll be prompted for the name and location of the backup Browse For Folder E C nrbem 2 G My case S E EN Gra ct tor HE eere ox ume How do I recover the database from a backup on a stand alone system To recover from a backup you ll need to copy the two files into your Honor Roll folder Next launch Honor Roll and immmediately hold down the ALT OPTION key An open file dialog box will be presented Navigate to your backup data file Highlight it and click open How do back up the database on a networked system On the network all the backup and recovery Work is done on the server The backup on the server consists of a backup file and the log file The log file contains transactions that have not yet been written to the database file To perform a backup from the server select File Backup A backup will be kicked off Note location of backup and log files Note date and time of Sites seawater las
118. omatically counted towards a persons pledge What happens if I enter donations for a fund before I actually create the pledge records against pledges CREATING CORRESPONDENCE How do I create a mail merge letter How do I print envelopes How do I send emails How do I create standard labels USING THE QUERY EDITOR What do 1 use the query editor for What do I need to know before using the query edito What is the current selection How do I create a basic query What are some examples of complex querie What is the difference between the conjunctions AND OR and EXCEPT If 1 have a query that I do often do I have to re type it each tim CREATING CUSTOM REPORTS How do I determine the base table How do 1 determine the data that is included in the report How do I select columns for the Can I create a column in the report that is calculated How do I sort the contents of the report How do 1 print the report Can I use the report How do I change a saved template What are some examples of custom reports CREATING CUSTOM LABELS How do I determine which people get a label How do I select and place the fields on the label Can I put static text on a label How do I adjust the label format size Can I use the label template again How do I modify a label template CLEANING UP THE DATA DATA ADMINISTRATION Ca
119. onations Delete Old Donation Records You will be prompted to enter the date for which all earlier donation records will be deleted For example if you would like to delete all donations records prior to 1 1 2003 enter 1 1 2003 Once you ve entered the date press the DELETE THEM button You will get a confirming message To delete the records press DELETE THEM The records will be deleted and you will be returned to the main menu Enter the date for which all earlier donations will be deleted Click DELETE To ec vw adnan eo ori 47 How indicate that a donation was a result of an appeal To connect a specific contribution with an appeal the appeal must be created in Honor Roll first Then when you enter the contribution select the appropriate appeal Set up Appeal To create an appeal in Honor Roll 1 Select Appeals Add Appeal from the main menu 2 Enter the Appeal Name Appeal Type Start and End Dates and the text that will be printed on the donation receipt for this donation Enter the basic appeal informa tion name type and dates Enter the text to be ised on the dona tion receipt for any donations that resulted from this appeal D a feme Connect the Donation and Appeal From the Donation entry screen 1 Enter the Last Name or a portion of the last name of the donor A list of
120. op Donation Detail This report lists all the donations for the given criteria Donation Statistics This report compares giving for two periods It breaks down giving by zip code giving amounts number of gifts number of donors and giving range In Kind Giving This report gives you valuable information on all of your in kind gifts Appeal Response This report gives you a list of people who have been contacted with an appeal letter and their response to it 57 Highlight the report you wisi torun Enter selection criteria Criteria Tab The criteria tab allows you to enter date ranges funds to consider and donor types to consider when generating the desired report The criteria may change based on which report is selected Generally these are fields that you ll find on the criteria tab Start Date Enter the beginning date for the donations to be included in the report End Date Enter the last date in the range to be included in the report Funds All the designations in your chart of accounts are listed on the left side If you like to run the report for all your funds click on the double arrow to move them to the right side selected box If you want to run the report for only one specific fund click on the name of that fund to move it to the selected box Click on the name of each of the funds that should be included in your report Include The include box helps you choose which donors should
121. ople To create a mail merge letter that will be sent to multiple people select Letters gt Mail Merge Letter from the main menu The window displayed is the Letter template window Click ADD LETTER 106 Select the field for the search criteria Select the compari son operator Enter the value i search for Next the query editor is displayed This allows you to identify the recipients of the letter For this example let s say we want to send the letter to all folks who live in Byron 1 Select City as the Field Name Leave is equal to as the Comparison Select Byron from the Value area Press QUERY A list of all the people who live in Byron is displayed If this looks right and you are ready to create your letter press CONTINUE pp prp 9 omms mawy el 10E apple Way I len puc a E z Gg mae Gm Ce Now the word processing window is displayed Today s date address block and salutation are displayed based on your selection from the previous step You may begin entering the body of the letter The section below on Word Processing discusses using a word processor and creating data references Once you ve completed the body of your letter to print select File gt Print Merge from the menu You may also click the PRINT MERGE button to print the letters Print Merge
122. ormation How do I remove a person s involvement with an organization FINDING AND VIEWING CONTACT INFORMATION What fields can 1 use to view people from the People gt Edit People menu option How do I use the Find Person option How do I get a list of everyone in the database ENTERING DONATIONS What needs to be set up prior to entering donations What is a batch How do I enter a basic donation How do I split a donation across multiple funds How do I enter a donation that is non tax deductible How do I close a batch How do I import into QuickBooks or Can I edit an existing donation 29 CREATING DONATION RECEIPTS What formats are available for donation receipts Can I customize the receipt How do I create a receipt for a specific donation How do I print an annual receipt for just one person or organization CREATING DONATION REPORTS How do I use the Donations Reports window How can 1 use the Donation Output Window How can I view all donations for a donor Can I get a summary of a donor s giving Can I see a summary of how much donors have given to each fund How can I view a spreadsheet that shows giving by week for each donor Can I produce a spreadsheet that shows donors giving by month Can I produce a spreadsheet that shows donors giving by quarter Can I get a list of my top donors How do I find donors who have given over a certai
123. ou want to send out progress letters for your Water Project Fund that started 1 1 05 select Water Project 1 1 2005 from the drop down list Ifyou would like to include in kind giving on the pledge progress letter mark the Report In Kind Giving 3 Ifyou would like to include in kind giving values on the pled the box Report In Kind Giving Values 4 Ifyou would like to print the letters on your letterhead mark the box Print without headers Vf the second page should printed on plain non letterhead paper click the box marked First Page only S Ifyou choose to print the letters without headers you have the option to print your logo on the letters Mark the box My Logo in header A file dialog box will be presented Navigate to the graphic file that contains your logo Select that file Click OPEN e progress letter mark Enter the text portions of the letter There are three different text areas which allow you to customize your pledge progress letter 101 Ministry return iddress Donorreum address Thanks text portion You enter this in word proces ing window Summary of giving against the pledge Jat oF all donations against the ple In Kind giving section Closing text Is printed here The next window is a word processor Enter the main body of the letter in this section Once you are satisfied with the text and
124. played Double click on the appropriate person The list of donations for that donor is displayed You can change the sort order within this screen by clicking on the title bar of the field you d like to sort on For example if you d like to sort the donations by donation amount click on the Amount title The records will be sorted in descending order To select ascending order click the title again Note the drop down box to the right of the amount Click on it to see the fund for this donation If the donation was split between funds you ll see each fund and how much was donated to that fund To select a donation for changes double click on the donation record The Donation Detail screen will be displayed You may change the Donation Date Amount Check Number Donation Type and Designation in this window Press OK to save your changes and retum to the list of donations If you are done with your changes click DONE 42 Make the neces sary changes to the contribution Click OK to save those changes B By Batch Once you ve marked By Batch 1 Click OK A window will be displayed with all the batches listed 2 To select a batch double click on the batch or highlight the batch and press OK The list of donations within that batch is displayed 3 You can change the sort order within this screen by clicking on the title bar of the field you d like to sort on For example if you d like to sort the Donor Name cli
125. ple as the Query In table 3 Select City from the Field Name drop down box 4 Highlight is equal to in the Comparison box 5 Enter Byron as the Value 6 Press the ADD LINE button 7 Press the OR button Notice the AND is changed to OR on the second line 8 Select City from the Field Name drop down box 9 Highlight is equal to from the Comparison box 10 Enter Stillman Valley as the Value 11 Press QUERY A list of people who live in either Byron or Stillman Valley will be listed Select ap ee propriate fel ETS Enter the value name for your N you are look search Ses me ing for Toadda second line of criteria EE dia s ur UMS m Click QUERY 3 to execute Cete To make cri z Im your search teria either or click the OR button Date range criteria For this example let s create a query that gives us a list of people who have given a donation between January 1 2006 and July 31 2006 1 Select People gt Query from the main menu 2 Enter Donation as the Query In table donation date is stored in the Donations table 118 Select Donations as the query in table Select dona tion date as the criteria field Select first name as the feld criteria 3 Select Donation Date from the Field Name drop down box 4 Highlight is greater than or equal to in the
126. port lists the top givers based on the date range funds and associations you select To run this report Select Reports and Labels gt Donation Reports from the Click Top X Givers on the left sidebar Enter the number of givers you are interested in Enter the date range funds to include and donors to include Click on the columns tab Select the fields you d like displayed on the report and indicate the sort order menu Asan example let s say we d like to know the top 10 givers to our General Fund It doesn t matter if they are people or organizations Enter 5 as the Top Giver number Enter the Start Date as 1 1 08 Enter the End Date as 12 31 08 Click on General under available Funds to move it to the selected column 68 5 Click on the double arrow to the right to move people and organizations to the selected column 6 Click on the columns tab 7 Mark name address amount number of gifts Mark amounts under the section for sort 8 Click GENERATE ier num Highlight ber of givers iS criteri Top X Givers ae sport a la Eoo TEE ires 225 Select fund and donor criteria by a 4 licking over onanan nones to include rans 1 column Click on Col E e 59 Pace you Paso aoc obuia fa th Select fields lana carro Dad Ed to include eon D owns on epi
127. prints the letter for all the people you selected in the previous steps The next window 107 asks if you d like to save the letter in the individual s record If you do not Want to save this click CANCEL If you do want to save the information in the person s record enter the subject and mark the box indicating save date and subject in personal record If you d like to save the letter to your hard drive select File gt Save As Enter the file name and location and then click SAVE leave the word processor click Next enter the name of the letter This will save the letter in the database Once you enter that name it can now be re used from the Letter Templates window See How do I reuse or modify a letter I ve already created word processor creating data references and using the functions Word Processor The word processor in Honor Roll is similar to other word processors such as Microsoft Word or Word Perfect Note the menu bar items File Edit View Insert Style etc Underneath the menu items are icons for the commonly used features such as New Open Save Print Preview Print ete Ifyou place your cursor over the icon a text description is displayed for that icon s function Use the paragraph option icons left justify center bullet etc to format the text of your letter Underneath the paragraph options are the font size and type options Highlight a Icons for paragraph alignment
128. r donor gave over the value 35 of his donation is tax deductible 7 Click OK amp NEXT to enter the next donation or click OK to save and return to the main menu or click OK amp SAME DONOR to enter another donation for the same person Use Taxable Fund Enter the Last Name or portion of the last name of the donor Press tab or use the mouse to leave the field A list of people with that last name is displayed Double click on the appropriate person 2 Enter the Donation Date if it is not the same as the batch date 3 Enter the Total Amount given by the donor In our example this would be 50 4 Enter the Check Number The check number is not a required field If you do enter a check number the Donation Type will be set to check 5 Reduce the amount in lower section so that 35 is designated to the General Fund a tax deductible fund 6 The remaining S15 should be designated to a taxable fund in this example Youth 7 Click OK amp NEXT to enter the next donation or click OK to save and return to the main menu or click OK amp SAME DONOR 40 How Highlight the batch you wish to close Click DONE to return to the main How do I close a batch If you ve wondered whether you absolutely have to close your batches the answer is YES When you decide to do that though is entirely up to you All batches must be closed before the Year End Close For more information on what the Year End
129. r is a tool provided with the 4D database that Honor Roll is written on This chapter outlines the basic usage of the Label writer within the context of Honor Roll When creating custom label you ll need to determine several things 1 What set of people should have a label 2 What fields do I want in the label 3 How do I want the information sorted How do 1 determine which people get a label To begin creating your label select Reports amp Labels gt Labels from the main menu Click ADD LABEL The query editor is produced so that you may select the people For detailed description of using the query editor see Using the Query Editor For this example let s create a label for all the people who have donated over 250 1 Select People as the Query In table 2 sar to Date as the Field Name 3 is greater than in the Comparison box 4 Enter 250 as the Value pr md m Enter value Fu 3 Ere Select field a e Lade that you want Xe to search on n rx II cm Select appropri ate comparison operator 4 Press the QUERY button list of people that gave over 250 are displayed This is the list of people that will get labels If the data looks right press the CONTINUE button to move on to the Label editor How do I select and place the fields on the label Now that you have the data the people that will be included you must determine
130. r your donation 3 Press the RECEIPT button This button will only be available once the donation information has been entered 53 Once you ve entered your donation click RECEIPT All donations are listed that have not been marked as sent Click PRINT RE CEIPT to create a receipt for these donations DE em EET ug eres LO NE 4 After you click the RECEIPT button a window will pop up and ask you if you d like to change formats If you do select CHANGE 5 Ifyou want to continue press OK 6 Aller pressing OK the print dialog box will appear allowing you to send the receipt to the printer 7 Ifyou selected CHANGE you will be brought to the preferences page and be allowed to change the format of your receipt When you are finished press OK You will be taken back to a window asking that you confirm your new preference 9 Select OK and you will be taken directly to the print dialog box You are now ready to send your receipt to the printer From main menu To create a receipt for a batch or grouping of donations do the following 1 Select Donations gt Receipts Not Sent 2 A list of donations for which donation receipts have not been printed will be displayed 54 To print a receipt for all these donations click PRINT RECEIPTS 4 To print a receipt for some of these donations highlight the ones you d like to print then click SUBSET
131. ress block and salutation are displayed based on your selection from the previous step At this point We need to begin formatting this as an envelope mue ned 4 rasa 1 m 8 Livers ma z e E 1 Select File gt Page Setup from the word processing window Change the paper size to your envelope size Probably Comm 10 for business size envelopes 3 Change the orientation to landscape 4 Back in the word processing window delete today s date 5 Delete the salutation 6 Move the name and address block down several lines 7 Move the name and address block to the middle of the envelope On the ruler bar move the bottom triangle over to the middle of the page This changes the margins 8 Ifyou would like your churches return address on the envelope type the return address in the upper left of the page 9 Use Print Preview to see how things line up 10 print the envelopes click PRINT MERGE If you d like to save the envelope template to your hard drive select File gt Save As Enter the file name and location then click SAVE To leave the word processor click OK Next enter the name of the letter envelope This will save the document in the database Once you enter that name it can now be re used from the Letter Templates window See How do 1 reuse or modify a letter I ve already created How do I send emails Set up Each user t
132. rinter Can print a deposit slip When you close a batch you are given the opportunity to print a deposit slip If you answer yes during the closing process Honor Roll will print a deposit slip for the donations in that batch A sample of the deposit slip is found in the Appendix A You may want to print a deposit slip apart from the closing process Several reasons may include 1 Several batches for the same weekend s donations were created yet there will only be one deposit 2 The batch is already closed but a deposit slip is required 3 The batch is not ready to be closed but a deposit slip is required To print the deposit slip 1 Select Donations gt Print Deposit Slip Honor Roll will prompt you for the date of the donations to include in this deposit This deposit slip will contain all the donations for that given date regardless of the batch 2 Finally you are prompted for the page layout and printer selection Can I print the information required for IRS Form 990 As non profit you may be subject to reporting your support on an IRS Form 990 The report Honor Roll gives provides the data for this Form 990 To get to this form go to Reports and Labels gt Form 990 Data Enter the year you want to report on then click CALCULATE The trigger level sets the minimum amount for donors to appear in the two windows below If the first is set to 500 the left area will show all who have given 500 or more in the past 4 y
133. run Yes The Donor Summary report calculates the amount given by the donor for all the funds selected for the given time period To run the Donation Summary report Select Reports and Labels gt Donation Reports from the main menu Click Donor Summary on the left sidebar Enter the date range funds to include and donors to include Click the columns tab Mark the fields to be included on the report Mark the sort order column Click GENERATE anew In our first example let s say we d like a Donor Summary report for all donors we don t care if they are people or organizations and we want a total of all their donations for the given time period On this report we want to see donor name address total giving and number of gifts Enter 1 1 08 as the Start Date Enter 12 31 08 as the End Date Click on the double arrow to the right to i Click on the double arrow to the right te lude all Funds lude both people and organizations Enter date range criteria funds to include and types of donors ae Chri Click on the columns tab Mark name address total and number of gifts to display these fields on the report Click name to sort by the donor name Click GENERATE to produce the report muse 62 Select columns to include on report Report output select sort hi ow nt Rem Eire te E eot n 9 Action but
134. s equal to Highlight that in the Comparison box The value Enter the name of the city you are interested in in the Value field Press the QUERY button list of all the people who live in that city will be returned Enter the value you are looking for Click QUERY to retrieve the results _ S O O O O Essen Eum es Te te A Multiple criteria query Let s say you want to know all the people that live in Byron that have given over 250 this year We ll have two lines in this query eee Select People gt Query from the main menu Enter People as the Query In table Select City from the Field Name drop down box Highlight is equal to in the Comparison box Select Byron as the Value Press the ADD LINE button Select Year to Date from the Field Name drop down box Highlight is greater than from the Comparison box Enter 250 as the Value Press QUERY A list of folks from Byron who have given over 250 this year will be displayed 117 Select the first field criteria Click ADD LINE to center another criteria Click QUERY to retrieve the results An either or criteria In this example lets say we need a list of all the people who live in Byron OR they live in Stillman Valley 1 Select People gt Query from the main menu 2 Enter Peo
135. s field The pledge progress summaries will use this amount to calculate the percentage of goal reached The Fund Type is a free format field you can use to describe the pledge fund Click OK to save the informati Click OK amp Next to enter another pledge fund Pledge window Ifyou are already anchored in the Pledge screen you can add additional pledge funds by selecting Pledge Funds gt Add a Fund from the Action drop down field 87 Ta Pant m pem Use the Action drop down to add additional pledge funds we ee RR First use the drop down box to select either the Fund Name OR Account Number Ifyou selected a fund name the associated account number will be returned If you selected the account number the fund name will be returned Next enter the Start Date and End Date Please note that once a pledge fund has been created the start date may not be changed If you have a target goal for this pledge drive you may enter the Fund Goal in this field The pledge progress summaries will use this amount to calculate the percentage of goal reached The Fund is a free format field you can use to describe the pledge fund Click OK to save the information Click OK amp Next to enter another pledge fund How do enter a pledge for an individual There are several methods that can be used to enter individual pledges for the campaign or pledge fund 1 From the Main
136. sers there will be three Honor Roll files 1 Honor Roll 2 Honor Roll Client and 3 Honor Roll Server 3 For the Mac user the By the Book disk image will be displayed on your desktop Double click on that image 4 Next double click on the Honor Roll Server file The install program will prompt you through the pro 5 Click on the NEXT button to continue through each step of the process 6 Once the installation is complete there will be an Honor Roll icon on the desktop To start Honor Roll double click on that icon An open file dialog box will be displayed asking you to select your data file or to create a new one For new installations click NEW 7 Then enter the name you wish for your data file 8 Then click SAVE The Honor Roll Server window will be displayed For users to work Honor Roll the Server must be running Installing the Client To install Honor Roll Client from the CD 1 Simply place the CD in your CD drive 2 For Windows users there will be three Honor Roll files 1 Honor Roll 2 Honor Roll Client and 3 Honor Roll Server 3 ForMac users a By the Book disk image will be displayed on the desktop 4 Doubleclick on that image 5 Next double click on the Honor Roll Client file The install program will prompt you through the process 6 Click on the NEXT button to continue through each step of the process 7 Once the installation is complete there will be an Honor Roll Client icon on the
137. ss is complete you may press QUIT to leave the 4D Tools utility Click on Maintain tab rre A tele tecla tal senem Click to com Wis pact your data SNC em fle oem poem 146 Honor Roll Server 1 Make sure Honor Roll Server is not running while you run the compact utility 2 Start 4D Tools On Windows 4D Tools is located in the C BytheBook HonorRoll Server folder Double click on the 4DTools exe icon to start the utility b On the Mac 4D Tools is located in HD Applications HonorRoll Server folder Double click on the 4D Tools icon to start the utility Change the type of file to look from Structure File to Compiled Database 4 Navigate to C BytheBook HonorRoll_Server Server Database folder and highlight the HonorRoll 4DC file on Windows For Mac users highlight the HD Applications HonorRoll_Server Honor Roll Server application 5 Click the OPEN button 6 If your current version of Honor Roll is not connected to a data file or you are Mac user you will be prompted to enter the data file name that you want to compact Click OPEN 7 The 4D Tools main screen is displayed Click on the Maintenance tab S Click on the COMPACT button During the compacting process 4D creates a new data file The next screen prompts you to enter the name you d like for the new data file Click SAVI 9 While the compacting process is running you ll see status bars for each step Once the pro
138. t may enter it here 8 Informal Salutation This is built for you based on the first name spouse and last name If you d like a different information salutation you may enter it here 9 Address Enter address line 1 of the contacts mailing address 10 More Address Enter the second line of the contacts mailing address 11 City State Zip Code and Country 12 Mailing List Mark this box if the cont ct is part of your mailing list 13 Donor Mark this box if the contact is a donor to your organization Enter con tact name association and address Then enter information value Click OK Enter phone EX to save the and email Jesum information information SESTO m ma e wa es am wd Tl 16 Associations The Association is the high level classification of how a contact is involved in your ministry To input an association 1 Press the plus sign on the left of the area Your cursor will automatically fall onto the line Type the first few characters of the association or use the drop down box to pull it in 3 If your association is not already part of the drop down box a screen will pop up asking you if you d like to add it to the list of values Press ADD or DON T ADD depending on your decision 4 delete an association from the list press the minus sign after highlighting the association to be deleted The associa
139. t backup date and next mare Ta uwa scheduled To set backup preferences location and frequency select File gt Backup and click the PREFERENCES button When you are anchored on the Configuration link on the left you may set up the backup location Make sure you backup both the data file and structure file backup data pr p and resource Cito m n baal ages folder P nice ar toner bck ups Toimpemet a m transaction log yeee click here and select location 143 When you are anchored on the Scheduler link on the left you may set up the backup frequency Select your _ backup frequen es ns ag ey and starting ys 2 ES E isss LETS To indicate how many backups to retain and how to handle backup failures click on the Backup link on the left mm J Indicate how many backups to retain Indicate tow to handle E aco r r there are Toriai ec me sli rmi 255 flues Tw a R lt am 38 How do I recover the database from a backup on a network system To recover from a backup open Honor Roll Server and immediately hold down ALT OPTION key to get the open file dialog box Change the file type from Data file to Backup File Navigate to your latest backup file Highlight it and click OPEN Your compiled database and data file will be recovered into a
140. t you d like to run Then press the PRINT button The query editor will be displayed so you can select the data you want in the report After you review the raw data press the CONTINUE button A print dialog box will be displayed so you can send the report to the printer How do I change a saved template To edit the report select Reports Quick Reports and Labels from the main menu From the Tables and Template window highlight the report you d like to edit Then press the EDIT TEMPLATE button The query editor will be displayed so you can select the data you want to see in the report After you review the raw data press CONTINUE A message will be displayed telling you the name and location of the template file Remember this information Once you are in the quick report window select File gt Open from the report writer window Then navigate the template file from the message highlight it and press SAVE The columns and formatting will be displayed in the quick report window 131 Make any changes you d like to the columns or formatting on the report template To run the report select File Generate If you d like to save the changes press File Save What are some examples of custom reports Note columns selected People For this example lets list the name address and email address of everyone who has given over 250 so far this year Select Reports Quick Reports and Labels from the main menu
141. te person Click on the Pledge tab This area will display all the pledges made by this person Enter a new pledge Pull up that person s record by selecting People Edit Person from the main menu Enter a last name then click SEARCH Double click on the appropriate person Click on the Pledge tab Click the ADD PLEDGE button Enter the pledge fund starting and ending dates of this pledge the pledge period and amount Click OK to save the information and return to the person s record m nete Sm i fama a ETE Sees stn H Click ADD PLEDGE to enter a pledge for this person 2 How do update or change a contacts information Ifyou need to change an address phone number email information do the following iddress ete from a contacts Select People gt Edit People from the main menu 1 2 Enter the last name in the search field 3 Click SEARCH 4 Double click on the appropriate person s name in the list 5 Make the necessary modifications Select your Find by erite iar MU to dona re ria then caer SS the search pu Se m eei E i jen Mim iue E 8 c Double cick onhe person that you need change L3 Place your cur sor in the field that needs to be updated Make changes How do I delete a contact Only contacts that do NOT have contributions can be deleted To
142. tered this amount the Each Payment amount on the right side of the screen will be calculated Or you can enter the Each Payment amount and the Pledge Amount will be calculated If you wish progress against this pledge to be printed on the donation receipt click Yes for Report on Rept The date completed Pledge ID and Pledge Fund ID fields are determined by Honor Roll and may not be modified To save the information you ve entered press OK To leave the screen without saving the information click on CANCEL eem circa Paene a nt f Tas Fa mane TFT Click to add individual pledges Pledge Fund window To enter pledges from Pledge Fund screen select Pledges gt Pledge Maintenance from the main menu Next double click on the fund you want to add pledges to or highlight the fund and click Details on the right side Action Click on ADD on the right side to enter new pledges for this fund Or select Pledges gt Add from the Action drop down field in the lower left of the window The Enter Pledge window is displayed First enter the Last Name or a portion of the last name and tab out of the field A list of people with that last name will be displayed Double click on the individual who is making the pledge The Pledge Fund is filled in for you Note the Start and End Dates from the pledge fun
143. the data the people that will be included you must determine what information you want to see about each of those people From the Quick Report editor you may select a column by double clicking on it In this example notice the list of people fields under Master Table ser To create a report with First Name Last Name Address City State and Zip Code double click on the First Name field then the Last Name field and so on for all the fields create a column in the report that is calculated Yes To create a column that uses a formula select Column gt Add from the Quick Report menu The formula editor is displayed The formula editor allows you to combine the values of multiple fields return certain values such as YES NO instead of TRUE FALSI perform mathematical equations and use pre written funetions Concatenation To combine the values of multiple fields into one column you can use the plus sign in the formula editor Common examples of combining field values would be to have the last name a comma then the first name or combining the area code and phone number For this example let s create a name column Double click on the Last Name field found under the box Related Tables The name People LastName is placed in the formula editor box Next click on the plus sign Next enter a quote mark a comma a spac another quote mark Next click on the plus sign again Now double click on the First
144. the title bar of the field you d like to sort on For example if you d like to sort the donations by donation amount click on the Amount title The records will be sorted in descending order To select ascending order click the title again 4 Note the drop down box to the right of the amount Click on it to see the fund for this donation If the donation was split between funds you ll see each fund and how much was donated to that fund 5 To select a donation for changes double click on the donation record The Donation Detail sereen will be displayed You may change the Donation Date Amount Check Number Donation Type and Designation in this window 6 Press OK to save your changes and return to the list of donations If you are done your changes click DON ith Click by Organization then click OK same Find the organi zation by name or click SHOW ALL Double click on the specific organization you looking for 45 A list of all that organization s contributions will be listed Double click on the donation you need to Make your changes in this Seton camera ye By Query Editor Once you ve marked by Query Editor 1 6 Click OK The Query Editor window is displayed For this example let s say we want to see all donations for a certain donation date In the Query In field change People to Do
145. tion from all the folks that have that association select People Globally Delete Association Select the association you wish to delete and click OK to delete that association from all people records Select the associa tion to delete S or select Association Value Regular Giver vi Do 1 have to close the year YES During the year end close process summary donation information is calculated and moved to the proper year s field last year 2 years ago 3 years ago etc If you do not close the year these fields will not contain accurate information Honor Roll also prevents you from closing your current years batches until the year end close process is complete g the year end close process car end close process is to update summary donation and attendance What happens dui The majority of the information Summary donation information is placed in last year 2 years ago 3 years ago fields Can I make changes to donations after close the year YES You can make corrections to donations for up to two years See Entering Donations for more details on editing donation information You can also add previous year donations after you ve closed the year Simply enter a batch with the previous years date Honor Roll will ask if you really want to enter previous year donations click OK Enter the donation as you would any other donation 140 How do close out Once Honor Roll recognizes that a n
146. tion will then automatically disappear from your list of associations for the person Phone and Email Information To enter the phone information 1 Click on the Phone tab On the right side note the fields for the main phone numbers and email address Place your cursor in the appropriate field If you are entering a 7 or 10 digit phone number you do not need to enter the formatting Honor Roll will do it automatically for you 2 To the left are your opportunities to input extra phone numbers You can do this by pressing the ADD NUMBER button at the bottom and left 3 It will ask fora type Put in whether it is email cell fax etc Then you can put in the number and extension To delete a number press DELETE Enter main Click on ADD mE phone num NUMBER 1 a e 1 bers add additional E apan C 0 phone num bers eu Ta o _ E Alternate Address The Alternate Address information can be used to track the address for folks who live in a different part of the country for part of the year To enter this information click on the ALT ADD tab 1 Address City State Zip and Country Enter the alternate address 2 Comments If you d like to put in any comments or driving directions to this addr use the comments field 3 Effective Dates Enter the starting and ending date that this addr is should be used Once you ve entered this address
147. to a fund select Pledge gt Pledge Maintenance from the main menu Highlight the appropriate pledge fund then click Write Letter from the Action bar on the right Click Write sas an TE pa Latter Poeme se serul ncusss Den Compose let ter Click PRINT MERGE RE Banek paa emn 97 You can also write a letter from the Edit Pledge Fund screen Select Pledge gt Pledge Maintenance from the main menu Double click on the fund you are working with Highlight the people you d like to write a letter to Select Write Letter from the Action drop down field If you didn t highlight any people you ll be asked if you want a letter for everyone in the list p ete SET BELLUA m Tum Frese ar Pl Serer mi Select Write Letter from Action field You can also write a letter from the Pledge Summary window Select Pledge gt Pledge Maintenance from the main menu Select Donor from the Find By criteria You can find pledgers by name or click SHOW ALL Highlight the folks you d like to write a letter to then click Write Letter from the Action bar on the right morem aie p Click Write LI e Letter famed Mam imus CSD Cad Cur CERE How do
148. ur choices that will be printed on the bottom tear off and return section of the receipt d You can also enter a short text area that will be printed at the bottom of the war off section 4 Ifyou ll be a 2 window format click on the tab for 2 Window Envelope a This text field is fora thank you text area You can set the font and size of the font by clicking in the appropriate field and your choices will be displayed b The short text area from the Plain Paper format and the Choices from the Plain Paper format will also be used on the 2 window format Individual donation receipt 2 per page There are several text areas that can be used with the 2 per page donation receipt To enter this text 1 Select Donations Receipt Text from the main menu Click on the tab for 2 per page The first text field is a short text area which could be used for a verse or ministry s mission statement 4 The next larger text block is used as thank you text You can set the font and size of the font by clicking in the field below and making your choice eret Pese Potete Peres pa aen Click on 2 per page Modify font and Enter thank you text as Size for thank the body of the receipt you text area Individual donation receipt 3 per page There are several text areas that can be used with the 3 per page donation receipt To enter this text 1 S
149. view the list of data If this looks right and you are ready to create your report press CUSTOMIZE We ll need to combine the Last Name and First Name so we can sort on this column Select Column gt Add from the quick report menu From the list of fields click on the arrow or in front of Person No Double click on Last Name Click on the plus sign Type in Then double click on First Name The formula should look like People LastName People FirstName Baha ameze En owmm E 8 24 Note sort pos 17 18 Sample of Do nation Sum mary report Click OK to accept the formula Change Master Table to Report Columns Highlight the name field then press the green arrow to move that to the sort order column Change Report Columns to Master Table Double click on Donation Amount summarize the donation amount for each person place your cursor in the cell that intersects Donation Amount and Name changed Press the SUM icon hide the donation details highlight the detail row then select Column gt Hide from the report writer menu repeat the donor s name type a in the cell where Name and Name changed intersect Select File gt Save to save the template Select File gt Generate to print the report 133 CREATING CUSTOM LABELS If the standard labels in Honor Roll do not meet your needs use the Custom Label writer to customize your format The Label write
150. w need to sign in as Administrator or Director and enter the appropriate password before you can get into Honor Roll The Director user can enter all contact information as well as enter and edit contribution information The Administrator can not View or edit contribution information 10 Enter a password for the Director and Ad ministrator users Click on GET IMAGE to pull in your logo How tenar ll comes wth tabt insera ard Click NEXT Barner Towable Relea eint Dien I recommence at ou ge bo Lrs a paseora sears yar dia logo section creste ator ses muy tarw te gt Eat ene canbe en eel eps treble ie Baker ac ec rier p ee Ministry Logo To display your organization s logo on the Honor Roll splash sereen 1 Click the GET IMAGE button and navigate to your saved image file 3 Press OPEN to pull in the image Rol haba nam ak wale nr Ben au Pecan ores reece ca tag bce the age cn yas hard Click CLOSE get to the main Honor Roll m Caz do get around in Honor Roll Once you ve completed using the Setup Assistant you are now at the main Honor Roll screen Menu Navigation The main Honor Roll menu is found across the
151. w to the right to Include people and organizations Click on the columns tab Mark fund total and number of gifts to display these fields on the report Click fund to sort by the fund name Click GENERATE to produce the report ea pase ui Enter date range Seo nn criteria pe Select funds beatin to include and donor types to include 74 Click on erite ria tab Report results Select columns to include and sort order Se n ER ima Funa tyr 9 Click GEN zu om ERATE to run report Ss is Clee Prot en eese SSS Actions that a 1 hee fere Pam formed ud TE c io me ie pim Can I view how much was given to each fund by week The Giving by Fund by Week report summarizes all giving for the fund by week for a given time period in a spreadsheet format The weeks are listed across the top To run this report 1 Select Reports and Labels Donation Reports from the main menu 2 Click Giving by Fund by Week on the left sidebar 3 Enter the date range funds to include and donors to Include 4 Click GENERATE In this example let s say we d like a giving report for each fund We d like to include all donors regardless of if they are people or organizations Enter 12 1 08 as the Start Date Enter 12 31 08 as the End Date Click on the double arrow to the right to include all
152. what information you want on the label From the list of fields highlight the field you want then drag it to the label template to the right For this example let s create a label with the standard name and address 1 Highlight First Name and drag it to the template 2 Highlight Last Name and drag it on top of First Name This will concatenate the two fields 3 Click on the plus sign or the arrow in front of Family Info This will open up the 134 Spacing and alignment icons Highlight the field here and drag it to the label template Drag fields on top of each other to con catenate them puts a plus sign between field names address fields Highlight Address 1 and drag it to the label template under the first and last name Highlight City and drag it under the Address field Highlight State and drag it on top of City Highlight Zip and drag it on top of State align the fields on the lef click on each field while holding down the shift key This should place boxes that indicate the row is selected When everything is selected press the ALIGN LEFT icon To evenly space between the rows of information leave all fields selected and press the SPACING icon change the font and font size leave all the fields the drop down box in the lower text area lected and change the font from Label tem plate area Use this area to change font size and Coes ee ee o
153. what fund they donated to On the report we want to see donor name email address donation date and amount Enter 1 1 08 as the Start Date Enter 12 31 08 as the End Date Click on the double arrow to the right to include all Funds Click on the double arrow to the right to Include all people and organ Click on the columns tab Mark name email donation date and amount to display these fields on the report Click GENERATE to produce the report lions Mavens ai B i In this next example let s say we d like a donor report for all people who have given to the building fund On the report we want to see donor name phone donation date fund and amount Enter 1 1 08 as the Start Date Enter 12 31 08 as the End Date Click on Water Project under Funds available to select it Click on People under Include to select it Click on the columns tab Mark name phone donation date fund and amount to display these fields on the Pubes ERATE to produce the report Enter date range criteria Select the funds you are interested Select the type of donor Select the col umns you want the report Click GENER ATE to run the report The report output p B name Eom 6l Can I get a summary of a donor s giving Highlight Donor Summary as the report to
154. ws C BytheBook HonorRoll Mac HD Applications HonorRoll 6 To begin the conversion we need to connect your new Honor Roll version to your data file On Windows double click on the Honor Roll icon then immediately press the ALT key A data dialog box will be displayed Navigate to your data file from previous step highlight the file and press OPEN 7 On the Mac double click on the Honor Roll icon immediately press the OPTION key A data dialog box will be displayed Navigate to your data file from previous step highlight the file and press OPEN 8 Once the conversion process is complete you will be at the newest version s main menu 9 Next you ll need to enter your new license number From the main Honor Roll screen go to File gt Enter License 10 Type in the license number found in the upper right corner of your invoice press the tab key The number of users and people records allowed will be displayed Ifyou use Honor Roll s security system you ll need to re enter a password for the Administrator and or Director to re activate the security To do this select Admin gt Edit Access from the main menu Network Multi user System Before upgrading your Honor Roll system make sure you have a backup of your data files To create a back up 1 Determine the location of your data file by selecting Help gt about Honor Roll Look under the data file location and note the path and name of the file For example C
155. year From the results list press the QUERY button The query editor is displayed again 1 Select Year to Date from the Field Name drop down box 2 Highlight is greater than from the Comparison box 3 Enter 500 in the Value field 4 Press QUERY CURRENT SELECTION This will reduce your first list of givers to those that have given over 500 120 Click QUERY to further refine the results of this query Umm qum Ree E PES Use this but Gets ma citer tes ton to only x men search from WEE the results of iai the previous query Set E ES Query with a combination of AND and OR Some queries require the use of the connector AND as well as the connector OR When using both And and OR remember to place the OR statements first An example of this type of query would be give me a list of all Volunteers or Staff who live in a certain city Select People Query from the main menu 1 2 Select Association as the Query In table 3 Select Association from the Field Name drop down box 4 Highlight is equal to in the Comparison box 5 Select Staff as the Value 6 Press the ADD LINE button 7 Press the OR button Notice the AND is changed to OR on the second line S Select Association from the Field Name drop down box 9 Highlight is equal to from the Comparison box 10 Select Volunteer as the Value 11 Press the

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