Back to TopFund Accounting

Financial Reporting - Schedule for efficiency while asleep !

As a financial manager, running reports is a core recurring function that will never go away. OR will it ? With limited time and resources all nonprofits need to create a more efficient, streamlined organization and finding time for printing reports or processing data can be difficult on a busy nonprofit accounting system. With some organizational forethought, planning and leveraging technology, specifically the Report Binder and the Scheduler Module, you could run your organizational reports, literally while you sleep. No, not asleep at your desk, but in the comfort of your home.

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Take time to quickly list out all the reports, allocations and transaction postings that are recurring and required. Now list how these must be distributed, to whom and how often. Quite a list, yes! The Scheduler module reduces this load by producing reports, distributing reports, running allocations and posting transactions after the office has closed for the day and you're at home or enjoying your personal time. The Scheduler works behind the scenes, polling your nonprofit accounting database and running scheduled tasks at user-defined intervals.

Invest your time and the organizations resources on the front end to be more efficient and streamlined on the back end. We will focus on the "Scheduler Module" in this article in detail. Use the "Icons" and "View Screenshots" to see the screen details and to understand the logistics and features of the Scheduler Module.

Scheduler Module at a High Level:

1. Name the Scheduled Task and provide a logical business description
2. Select the Output Option: Printer, Excel or PDF
3. Select the location: Network Directory Location or Printer Location
4. Schedule the Recurrence frequency, the period of time, the time of day.
5. Click "OK". It is that simple.
6. Scheduling can be run for / from:
   1. All Reports / Individual Reports and Report Binder
   2. Allocations / Allocation Manager
   3. Posting Transactions / Post Transactions

Now let us look at the detailed setup for scheduling, for example, the reporting of Revenue & Expense Budget to Program Managers on their Program Activity for the next 2 years.

	Step	Process
	1	Decide whether to run the "Scheduler Module" from the CFO workstation or the Server. Scheduler requires that the machine be on but you can be logged out for security. The server is always on but you may like the convenience of local control.
	2	Setup the Scheduler Options: It's simple, 2-Tabs and 4-simple decisions. When is Scheduler running and where and if you want Task Results Notification.
	3	Create the initial reports, e.g. program manager reports. Remember on the Program Manager reports, create only one and then use the Copy functionto create and name the others, changing only the variables that relate to their program management.
	4	We will manage the Scheduling of these reports in the "Report Binder", since this handles report groupings. I like centralization of reporting and this works well to have all reports single or groups scheduled in one location. However keep in mind you can schedule individual reports from within the reports themselves by Clicking on the icon when in the report.
	5	In the "Report Manager" Open the Report Binder
	6	First: provide a name and description for the Report or Report Group. Then the available reports will appear in the "Available Items" column. Select from the "Available Reports" column, reports that are to be in the desired Group by highlighting and moving to the ""Selected Items" column. Click on "Save".
	7	The Screen will appear as to be starting over, however just Select the "Down Arrow" in the "Name Field" and select the newly created Report Group Name.
	8	For each Report Group click on the "Scheduler" Icon and setup the "Task": Task ID, Description, Output Option and ScheduleDetails..
	9	Click OK to Save and do the same for each Report Group.

You are done. So while you are asleep at home: At 4:00 am on the 2nd of each month the program manger reports will be created to PDF or Excel or sent to a Printer for the Program Managers to have in the morning. The Fiscal Manager Report will run to his/her local printer or be emailed verifying the tasks that were executed. This allows greater productivity and keeps all staff methodically up to date.

Now, grab your coat and leave the office and let the power of the software do some of your reporting tasks.

What more can Scheduler do to save time and be more productive.

• Allocations: Run those complex, time consuming allocations at night and have them ready to review with your first cup of coffee in the morning.
• Board Reports: Pre schedule your Board Reports in PDF so they run monthly and can be emailed before the meeting.
• Aging Reports: Schedule your A/P and A/R reports so that the A/P and A/R staff start their day with their work on the printer ready to go.
• Monthly Recurring Transactions: Have Sage MIP post, on its own, those memorized monthly recurring transactions.
• Monthly Program Budgets
• Excel Worksheets
• Manage Reports into Binders: Bundle Reports in groups with filters
• and more !

The Scheduler Module Costs: $1,195 and now until February 28th 2011 you get 10 % Discount. If you desire more information please use the links listed below.

• Please call me so I can learn more about the Scheduler Module: Click on "Call Me Now"
• I would like a one-on-one demonstration or conference: Click on this link: Setup a 1-on-1 Conference

Back to TopFundraising

3 Essential Fundraising Reports - Reporting for Success

Chasing money seems to be a mantra of late, especially in this current economic climate. And in doing this, organizations can forget about the fundamentals that lead to fundraising success. In the next series of articles I am going to ask you to take a pause and ask some fundamental questions about your routines, your processes and about the foundational elements of your fundraising program. So let us start with the basics: reports. Yes, the "R" word. Let's keep it simple, effective and routine. Are you producing 3 essential basic reports that are single button delivery and reviewing them monthly ?

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Of course there are many reports ideal for analyzing donor data, but the following are 3 reports getting back to the basics. We will focus on these 3 in detail and recommend some ideas to bring additional value. Use the "Icons" and "View Screenshots" to see the screen details and to understand the logistics of setting them up. Set these 3 reports up once and these reports are forever functional. While reviewing these reports think about who would benefit by reviewing these analytics: the fundraising team, the executive management team, the board of directors, the accounting department … ?

• First Time Donors
  • Treat this donor group "RIGHT" from the start. Cultivate them to be committed lifelong donors. Do not lose them ! Be unique.
• LYBUNT
  • What is this ?
• Monthly Donations Review
  • How successful are fundraising initiatives month to month. Ask key questions! You can only know by "Analytics."

Back to TopFirst Time Donors

Nonprofits truly enjoy the success in getting that new, first time donor.At times, first time donors may go unnoticed because of the way donations get processed. How do new donors get treated, recognized and nurtured? In today's environment new donors are too hard to come by so let’s not disenfranchise them, let’s plug them in. Court them; treat them like you would a person on the first date! Make it memorable. Yes, they should get a tailored thank you letter that goes out the next business day to recognize that they are first time donors. BUT, that is not good enough, especially in today's environment. Before discussion of what else should occur with this unique donor group let's understand how to produce a "First Time Donor Report".

Creating a memorized "First Time Donor Report"

	Step	Process
	1	Create a "Defined" field that identifies Constituent records where only a single gift transaction is present.
	2	Go to "Financial Reports" and to ""Custom Gift Export File" - Select "Setup".
	3	Once in Setup. Click into "Group " - Select "Clear" - Click on the "Gift" card
	4	Once in the "Gift" card - Select "Define" and the "Defined Field Wizard - Function" will open
	5	In the "Defined Field Wizard" window Select "New" and the "Defined Field Wizard - Function" will open.
	6	Select the function "Number of Gifts Where" and Select "Next" in the "Defined Field Wizard - Function" window.. The "Defined Field Wizard - Restrictions" window will open.
	7	On the Gift Card, Click into the "Transaction" field and the "Constituent Selection" window will open.
	8	In the "Constituent Selection" window, change the operator to "In the list of" and select "Gift" "Pledge" and Recurring Gift Plan" and click on "OK"
	9	Now you are back in the "Defined Field Wizard - Restrictions" window. Select "Next". You are now in the ""Defined Field Wizard - Save" window.
	10	Name the Defined Field: Number of Gift, Pledge, and RGP and provide Description: Used for Totaling # of Gifts, Pledges and Recurring Gift Plans and Select "Finish". Now you are ready to use the defined field.
	11	In the "Defined Fields" window Select the new defined Field "Number of Gift, Pledge, RGP" and Select "Use".
	12	In the "Constituent Selection" window set the "Operator" to "equal to" and the "Value" to "1" and select "OK"
	13	Now you are back in the original starting window. Let's add a date range by Clicking back into the "Gift" card.
	14	Click into "Date" field and set the "Constituent Selection" window to: Field: "Gift Date" Value: "between" Value: "Start of this Month" and "End of this Month", these are preset values that are available by scrolling down in the Value selector. Select OK and you back in the query window. Select OK.
	15	Now Setup the appropriate "Options" and "Sort" so that the following "Select Merge Fields" are present in the report.
	16	"Save As" your report Naming it: "First Time Donors by Current Month" and provide a logical business description. Toggle "Share with Other Users". Select "OK"
	17	Treat this report and the donors in it, like GOLD.

 

Differentiate your organization from all the others vying for new donors. Design some type of new donor welcome packet. These can either be distributed daily, weekly or monthly. The packets should include a newsletter, an annual report, or a brochure and a customized letter for the donor recognizing their recent support, describing what the gift means to the organization and welcoming the donor. Monthly or bi-monthly the Board should review the list of new donors - in the same manner as major donor cultivation occurs - divide up the names and make personal calls with two main objectives: thanking the donor and asking what inspired them to make a gift. This Board action connects the donor and connects the Board beyond the basic thank you letter. It makes a memorable first impression as well as continuing the cultivation of the new relationship.

 

Back to TopLYBUNT "Last Year But Unfortunately Not This Year"

Better yet: "Last Two Years but not This Year". This report can speak volumes about our relationship with donors. Have we stayed connected and kept these donors engagedas to the purpose and value of our mission. We need to ask: Why have they given in the past and now chosen not to support our mission. The best approach is to call and ask directly. This report is very applicable toward the year end.

First, run the report that is native to your Sage FR 50 system. "LYBUNT Report" under standard reports.

	Step	Process
	1	Reports - Financial - LYBUNT Report. Select "Setup". We want to expand the "Query" to include not just last year but also include 2-Years ago by adding an additional "Defined" field.
	2	Click into "Group 1" or Select "Change Query" and Click into the "Gift" card. and when in the Gift Card click on "Define"
	3	In the "Defined Fields" window, Select "FY Cash Total - 2 Years Ago" and Click on "Use", then in the "Constituent Selection" window set the parameters to: "greater than" and "0" and select "OK". Your query is now:. Select "OK"
	4	Select the "Options" tab and make the following setting to maximize the value of the report..
	5	Select "Run" and choose your output. DO NOT forget to "Save As" the report.

 

Now, this report is only good if you use it. Make these donors opportunities by making calls, sending letters or creating specific eCommunications targeting these lapsed donors. Use this information to incorporate and implement change within the fundraising program. Turn these contacts into donations.

 

Back to TopMonthly Donation Review

Reviewing on a monthly basis Donations and their corresponding Solicitations and Purposes is essential to building a solid fundraising department. They should be compared month to month and year to year. Without knowing where you stand, how can you make the necessary changes to improve the outcomes? This month let us look at the most essential and basic. Total Donation Dollars by Month and Total Number of Donors by Month.

In building a strong report function always think about what you need in the report and what you want the report to show. In this case, we want Total Donation Dollars by Month and Total Number of Donors by Month AND we want these to be graphed automatically, i.e. every time we update the numbers each month. In this example we are going to get an added bonus, we can see these totals by Solicitation and by Purpose.

	Step	Process
	1	Start by going to: "Reports" > "Analytical" > "Cross Tab - Gift Code by Month" > Select "Setup"
	2	Clear "Group 1" and Click on the "Gift" Card and setup the following two items
	3	"Transaction" - "is in the list of" - Gift, Pledge Payment, Recurring Gift [actual monies received]
	4	"Gift Date" - "between" - "1/1/2009 and 12/31/2009"
	5	Set the "Options" tab to "Solicitation" [you can also run this by Purpose]
	6	"Run" the report to "Screen", review and print. This should be reviewed and shared with management monthly.
	7	Take it the extra step. Graph It. Visuals are often stronger and easier to communicate. Take the time to create a template in excel so it then can be used repeatable over and over year after year.
	8	Create an Excel template in an exact parallel format to the report. Format the "Totals" at the bottom below where the data will be pasted. Label sheet 1 Gifts by Solicitation.
	9	In sheet 2 create 3-D Column Charts. One for Total Number of Donors. One for Total $'s Donated by Month.
	10	Now when you run the report above, instead of running it to screen, Select " "Export File" and when the "Export File Definition" window opens Select "Clipboard", also deselect the "Include Column Headers" and click "OK" and "OK" again on the "Run Report" window. This pastes the data without headers to the clipboard on your computer ready to paste in your ex cell template.
	11	Open your excel template and "Paste" the data by selecting cell "A4" and pasting so that the raw data pastes between the headers rows and the Formatted Totals at the bottom.
	12	Since Sheet 2 "Graphs - Gift by Solicitation" is linked to the Formatted Totals, your Graphs are immediately created.. Use the Excel Tip & Trick to help you with Charting and Summation.

Then each month just paste that months report into the template and see the year unfold. Ask yourself, what is working and what is not working by looking at the numbers; first by Solicitation and then by Purpose.

If you would like help on these or other Fundraising Department services please contact Non-Profit Partners. Susan Douglas can help bring operational changes to your organization to help increase your donations and create greater constituent awareness thus improving your bottom line. If you desire more information please use the below links listed below.

• Please call me so I can learn more about the Increasing Donations and Donor Awareness: Click on "Call Me Now"
• I would like a one-on-one conference: Click on this link: Setup a 1-on-1 Conference

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