What You Will Need. Custom Report Writer Event fields on Gift screen. Set up codes Enter seating, team and auction information Run Event reports

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1 What You Will Need Custom Report Writer Event fields on Gift screen Banquet seating Golf Outing Auction After Today, You should be able to Set up codes Enter seating, team and auction information Run Event reports Creating Reports Exporting Data Update and edit data

2 Ways We Ask For Money Personal Appeals Mailings Proposals and EVENTS! Events can have more moving parts than other Solicitation types. Events require a unique set of tools. What DonorPerfect Can Help With Volunteers Sponsors Invitation list Tracking donations Table / Team Assignments Auction bid sheets Reporting the results

3 Setting Up Your Event First things First! Plan Your Event! WHAT is it? WHEN is it? GOALS & BUDGETS? WHO & HOW MANY? WHERE is it? Code For Your Event Codes Create the Architecture of your Event within DonorPerfect The codes you create will enable DonorPerfect to track event-specific information.

4 What Fields & Codes Will Help You? Helpful Fields Helpful Codes Main Screen Donor_Type Individual or Company Flag Volunteer or Sponsor Source Event 2009 Gift Screen GL_code Annual Fund Solicit_Code Event 2009 Sub_solicit_code Auction, Ad book, Raffle, Ticket Buyer, Sponsor Create & Manage Codes in Settings, Code Maintenance Creating a Solicitation code NOTE: This information will be reflected in the Solicitation Analysis Report

5 Creating a Sub-Solicitation code Useful information for tracking sub-categories of an event Specific financial report - Sub-Solicitation Report Sponsorship Could be largest source of income Consider entering as pledges Use sub_solicit_code or Sponsor level code Statistical Analysis on sub_solicit_code

6 Volunteers Flags on Main Donor Interests on Bio Track hours in Other Info Report hours in Custom Reports or Export to Excel from Listings Companies Sponsors or Vendors Ad book or program Sub_solicit_code Consider using pledges In-Kind donations Ads and flyers Items or food for banquet Auction items Premiums

7 Building Your Invitation List Who came before? Previous Solicitations and sub-solicitations Local donors? Recent donors? Gift amount? Friends list? Source Flag? Date of entry Solicitor Any Questions? We will next review how the banquet data is entered.

8 Choices, Choices Enter each ticket buyer and each guest as separate constituent records OR Enter a constituent record Just for the person buying the tickets and guests are gift records within the ticket buyer s record Table Assignments Remember Every seat is a Gift Record! Guests are zero dollar gifts

9 Ticket Buyer Guest Entry Each guest corresponds to a $0.00 gift in the ticket buyer s record or a $0.00 dollar gift record in their own donor record Guest s name is entered in guest first and last name fields Seat With Request is useful for creating table assignments

10 Guest What can be done with Event Data? Reports Banquet seating Team reports Auctions Exports Select Data Fields Manipulate in Excel Receipts Acknowledge Gifts and/or Pledges DPO

11 The Reports Banquet Event Seating Reports Name Tags (Reports, Listings, Export to File) Team Event Team Report Player List Auction Events Items Donated Items Purchased Silent Auction Bid Sheet (Reports, Listings, Export to File) Table Assignments Grouped by Table Seating Reports Guest First Guest Last Table Assignments-Sorted by Name Last Name First Name Table Assignment Guest First Guest Last Seat Seat With Request

12 Golf / Team Reports Golf Outing-Sorted by Name Donor First Name Donor Last Name Guest First Name Guest Last Name Handicap Foursome Team Golf Outing-Sorted by Team Name Donor First Name Donor Last Name Golfer First Name Golfer Last Name Handicap Where To Go Reports, Custom Report Writer

13 Steps 1 and 2 1. Choose the type of report to be built 2. Choose the field to group by, i.e. table, golf team Steps 3 and 4 3. Select the fields to include in the body of the report 4. Select the field in which you want the report to be organized, i.e. guest last name for an alphabetical report

14 Steps 5 and 6 5. Modify column headings, size of columns, add simple calculations, field alignment 6. Name the report, adjust output options, adjust margins Live Demo Any Questions? We will go on to auctions next

15 Auction Item Donation NOTE: Auction item numbers are manually entered Silent Auction Bid Sheet Done as a mailmerge

16 Mail Merge Perform Mailmerge in Word Auction Item Purchase NOTE: You must manually enter the item number and description if the data is needed for acknowledgements.

17 Auction Reports Auction Items Donated First Name Last Name Item # Item Description Fair Market Value Auction Items Purchased First Name Last Name Gift Date Item Description Fair Market Value Amount of Purchase Export Templates Settings, Export Templates Select the fields you want to use for the bid sheet or name tags

18 Export List Reports, Listings Select Auction Items by setting a selection filter Export to Excel Live Demo Any questions about auction reports or data entry? Next, we will look at Solicitation Reports before we wrap up.

19 Solicitation Analysis Reports, Financial Reports, Direct Mail Reports, Solicitation Analysis Donors Who Gave to a Solicitation Lists who gave to a specific solicitation

20 Sub-Solicitation Analysis Reports, Financial Reports Direct Mail Reports, Sub-Solicitation Report Make sure to set a filter for the specific event Remember Use Solicitation code for the whole event Use Sub-Solicitations for each component Create Event reports for seating, teams, auctions, and (walk-)a-thons Create Export Templates for bid sheet templates The screens and reports are customizable Call Support for help or sign up for webinar training on customizing reports or screens