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INTRODUCTION Every non-profit organization has a specific mission concerned with its constituents, members, and/or the community around it. Nothing can substitute for the caring, personal attention of dedicated professionals and other staff members. However, if your organization raises funds through public donations to support all or part of its services, the right fundraising software can give you the information needed to make your substantial efforts more productive and to enhance the services you provide. Executive Data Systems Inc.'s Donor Records software helps you:
Donor Records is a comprehensive donor tracking resource that has helped non-profits of all types communicate their unique message to raise community awareness and to raise more money to support their programs. To this end, Donor Records lets you track:
Donor Records manages your database of prospects, members, donors, alumni, volunteers, grantors, etc. More than 500 variables are captured, but you may use as many or as few as you need! More than 50 fields are user-definable. Donor Records also records all gifts, pledges, dues/subscription payments and matching gifts for each individual. Membership records are automatically updated by dues/subscription payments. Donor Records also tracks every contact/event/promotion for each donor. Future follow-ups may be logged so that you can print schedules as appropriate. Donor Records captures general information applicable to all fundraising efforts and more specialized data for organizations with specific needs. Among the types of data captured for each donor are:
Donor data can be extracted for lists, labels or word processing interface by individual, fundraiser, division, category, territory or any of 30 different user-defined codes. You may further refine your selections by one or more of the following user-defined fields: 6 codes (include or exclude), 3 dates, 3 amounts, 18 interests, source/promotion code and/or gift/pledge amounts or dates. More than 40 standard reports are provided. Report sequences include donor number, alphabetic, ZIP Code, fundraiser, division, category and territory. For each sequence, you may select any appropriate range. Campaign reports may be printed for any range of dates by ZIP Code, category, division, territory, fund, fundraiser or source/promotion. To produce any custom report or query you can download donor data into an Access Database. Donor Records is very "user friendly" -- even for volunteer staff members who may not be computer "experts". You can get a good idea of ease-of-use by comparing our support prices with other fundraising software.
OTHER DONOR RECORDS HIGHLIGHTS. Donor Records is people oriented. Software that forces the staff to think of people in terms of a number has no place in non-profit organizations. Since a computer does work best with numbers, a unique number is assigned to each donor. However, this number is rarely required to locate information about a person or organization. Donor Records makes it easy to add a personal touch to letters and other correspondence. Instead of sending 500 letters addressed to "Dear Member", Donor Records lets you send 500 letters neatly typed and each one addressed personally to the recipient! You may use the included word processor or any popular package. You can also choose a formal salutation (Dear Mr. and Mrs. Smith), an informal one (Dear John and Jane) or an alternate (Friends in the Smith Family). Donor Records is fast. Regardless of the size of your donor base, you have probably experienced the slow response of most fundraising systems. What good is fundraising software if it is so slow that you could do the job faster without it? A great deal of effort was put into making Donor Records operate extremely fast. For example, the complete record for any donor can generally be retrieved in less than 2 seconds! In a 25,000 name database, your top 10 donors can be located and reported in approximately 5 minutes across a network on a 486 server. Donor Records is secure. If you wish, you may use the Donor Records password protection system to restrict access to sensitive or confidential information. Donor Records provides three levels of password protection for printing/displaying reports and three additional levels for creating/updating files. You may use one, two, or all three levels of password protection for reports or files, depending on your needs. Donor Records is fully integrated. Donor Records is fully integrated with our financial accounting and sales accounting software -- you never need to enter the same data twice! All Donor Records activity creates general ledger transactions in a distribution file. A simple menu selection adds these transactions to our Fund Accounting General Ledger. Donor records and customer records may be updated simultaneously with a click of your mouse. Mail merge files may be interfaced with our built-in word processor or your favorite word processing software, e.g., Microsoft Word. In some fundraising software, the general ledger "interface" consists of capturing a fund number for each transaction. In our software, we properly distribute each gift type -- cash, stock, in-kind, and other -- to the appropriate asset and revenue accounts. Pledges and pledge payments are recorded correctly according to your selection of cash or accrual accounting methods. Whether you use our General Ledger or not, these data will benefit you, your accountant and your auditor. Donor Records is well documented. The most often neglected part of developing a computer software package is writing a good user's manual. This is also one of the most important parts! Donor Records includes a comprehensive user's reference manual that provides detailed instructions on all aspects of program operation. The same information is also available as on-line, context-sensitive Help.Donor data on six primary screens includes the information you are likely to have (or want) about every prospect or donor. This includes donor name, address, interests, spouse, children, financial summary and code information. Donor Records has several more screens to capture additional and/or more specialized information necessary for some donors or organization types: previous employment/education, relationships, affiliations, attributes, a free-form biographical sketch, date-sensitive alternate addresses, additional corporate contacts, membership information, volunteer interests, alumni records, and/or tribute acknowledgements. Have you ever needed to be reminded of what needs to be done today or who to contact? Donor Records allows you to keep a complete contact history for any or all donors. You can then extract date-sensitive "tickler" reports for follow-up and/or review or simply be reminded of standard reports as they come due. For foundations, for example, you can track a grant application until it is funded. You can then enter future reporting obligation dates for budgetary and/or program update reports. What could be simpler? Access to Donor Records information includes lookup capability (list boxes) throughout by donor number, alphabetic codes or ZIP Code. To speed entry and maintain consistency, codes are used for many variables, e.g., prefix, suffix, donor interests, etc. List boxes are also available for these and other codes including categories, territories, divisions, source/promotions, user-defined codes, fundraisers and many others. Donor Records also has a locator function that lets you find donors if you know almost anything about them. For example, you don't remember their name or location, but you know that one of their hobbies is tennis. Donors may be added at transaction entry, which, for those in a hurry, may be used as a quick set-up method. Also, address changes may be made for existing donors while entering transactions. All transaction types are entered on a single screen, including gifts, pledges, pledge payments, pledge adjustments, dues/subscription payments, and meeting/other fees. Gift types include cash, stock, in-kind, and other. Membership records are updated automatically by dues/subscription transactions. Each Donor Records transaction type creates appropriate general ledger transactions for transfer to our Fund Accounting General Ledger software. For each transaction, you can enter, as appropriate, check numbers and dates, fundraisers, source/promotion codes, letter codes (for sending "Thank You" letters), transaction comments and the manner in which your donor wants each gift or pledge acknowledged. Matching donors are identified automatically for you. You may also select donors for whom memorial/tribute gifts are given from a list box. Appropriate transactions may be tagged as soft credits. Of course, a donor's gift history is kept for as long as you wish. Donor Records provides more than 40 standard management and financial reports, each with many options. Report sequences include donor number, alphabetic, ZIP Code, fundraiser, division, category and territory. For each sequence, you may select any appropriate range. For printing labels and exporting to e-mail or word processing, you may further refine your selections by one or more of the following user-defined fields: 6 codes (include or exclude), 3 dates, 3 amounts, interests, source/promotion codes and/or gift/pledge amounts or dates. Campaign reports may be printed for any range of dates by ZIP Code, category, division, territory, fund, fundraiser or source/promotion. Extraction files are a very powerful addition to your fundraising arsenal. Extraction files let you use the results of one report or query as the basis for another report. For example, you may run a SYBUNT report with an extraction file. You can use this file to print labels for a mailing prepared specifically for all lapsed donors! Or an extraction file produced by the campaign reports can be used to send follow-up "Thank You" letters to everyone who attended a specific fundraiser, e.g., a golf tournament. Donor Records integrates fully with our Fund Accounting software! When you record gifts, pledges, and other receipts properly, the appropriate general ledger account activity is created automatically. Cash, stock, and in-kind/other gifts, as well as dues, subscriptions and fees, are all recorded in the correct general ledger accounts. Also, Donor Records can be synchronized with Accounts Receivable so that donors/customers are entered and updated simultaneously. No other fundraising software offers such effortless integration with true fund accounting software that can satisfy your most demanding reporting requirements -- including multi-fiscal year reporting for projects and grants and/or product sales tracking and reporting.Donor Records has been carefully crafted to give you all of the fundraising capability you need without requiring you to pay for capabilities you do not need. Start with Donor Records only or with Donor Records and any combination of the other options below: Donor Records - A complete fundraising solution for many non-profit organizations. Manages donors and prospects, tracks grants and grant applications, prints mail labels, merges with the included word processor and all popular packages, tracks fundraising campaigns and provides an audit trail of all contributions received. Ideal for organizations that get funding from grants, but also conduct their own fundraising activities. You can conduct extensive fundraising activities using only Donor Records. Access Database - Provides for downloading donor and accounting data to an industry standard Microsoft Access Database format with table and form views. Use Access, Visual Basic or many different Windows report writers, e.g., Crystal Reports, to quickly and easily produce your own custom queries and reports. Also, you can transfer donor and accounting data to spreadsheets, databases or other software. With your donor data in an access database, you can produce any custom report or query using tools you already know how to use. For additional information, click here. Tailored Donor Reports - Easily modifiable donor reports for specialized applications. These packages are written in crystal reports and work with our Access Database. Currently available packages include membership information and volunteer availability and reporting. Other packages are in progress. Fass Export With Graphs - Allows you to analyze, graph and/or export donor and accounting data. You can manipulate your donor or accounting data in an Excel-compatible spreadsheet. You can also download donor or accounting data to 20 different file formats (Lotus, Dbase, etc.) and produce graphs in more than 20 different styles. For additional information, click here. Of course, you can start with Donor Records now and add any of these other options later as your fundraising requirements grow. As appropriate, you may also use one or more modules in our Fund Accounting Software Series. If your organization already has donor records in a computer readable format, Executive Data Systems, Inc. can help you transfer these records into our software. An import program is included with Donor Records which lets you import donor name and address data. We also offer an extra cost Donor Records Import program to transfer your donor name and address data as well as all other primary donor data. If you prefer, we can import your donor data for you, including gift history and extended donor data. We specialize in donor data imports and have imported data from most major fundraising packages and several custom databases. We will be happy to give you a quote on the data conversion services. All fundraising packages claim ease-of-use. Donor Records really is easy to use! Moreover, it is easy to learn and training time is minimized. Below are some of the major benefits of Donor Records. Chances are many of these apply to your organization and will facilitate your fundraising activities. ORGANIZATION SET-UP
DONOR DATA CAPTURED
CONTACT MANAGEMENT
GIFT/PLEDGE DATA ENTRY
STATUS REPORTS PRODUCED
TAILORED DONOR REPORTS
FREE IMPORT/EXPORT UTILITIES
OPTIONAL IMPORT/EXPORT UTILITIES
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