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Section 6 |
The Reports utility allows the user to output the data and information contained in TheGreatMultitude in various formats depending upon the user’s need including printed products, E-Mails, worksheets, or text documents. The Reports utility changes in appearance and function dependent upon the active module.
The objective of this section is acquaint the user with the various pre-formatted reports available within TheGreatMultitude and show how the different modules interact with the Reports utility to produce outputs to meet specific and general needs.
The Reports utility is accessed from
the Main Partner Screen by clicking on Reports
(Alt+R) on the main menu bar. The module
currently active will determine the screen displayed.
The Menu Bar is the uppermost bar displayed on the Reports screen. Items may be selected by either clicking on them with the mouse or by using the hot key indicated by the underlined letter of the desired menu choice.
(Alt+X) will close TheGreatMultitude after
confirming the user does want to exit the application.
(Alt+R) will return the user to the Main
Partner Screen.
(Alt+L) will open the Search/Lookup utility.
(Alt+O) will open the Tools utility.
(Alt+P) will open the Bug Report window.
(Alt+H) or the F1 function key will open the
Help window.
The Vertical Toolbar is located along the left side of the Reports Screen and shows icons representing the various modules that can be activated. Changing a module will change the content of the of the Reports Screen.
Figure 6-2 Reports Vertical Toolbar
Clicking on the Partner Reports Module icon
on the Vertical
Toolbar accesses the Partner Reports Module. Once the Partner Reports Module is
activated, the body of the Reports Screen will show the functions and options available
with this module.
On the left side of the main viewing area is a list of the various reports that are available within this module.
Figure 6-4 Partner Reports Selection List
Below this table is a brief description of what the highlighted report will show
To select a particular report, the user should click on the desired report in the table.
Address/Phone Listing: Lists names, addresses, phone numbers Partner ID, Type of Partner, and Donor Level of selected Partners, in portrait orientation.
On the right of the main viewing area, the user is offered various options for customizing this report to meet their particular needs.
Figure 6-5 Partner Address Report Options
Selecting “All Records” to include in this report will include all Partners.
Selecting “Single Partner Only” to include in this report will print data for only one Partner. The Partner ID for the desired Partner must be entered into the “Enter Partner ID Here:” text box.
Data will not be printed for a Partner with the “No Mail” box checked on their Main Partner Screen.
Selecting “Records matching the last Search/Lookup, sorted by order shown in Search/Lookup.” to include in this report will print data for all of the Partners of the last Search/Lookup in the last order shown in Search/Lookup. This is one method to sort Partners by State, City, Zip/Postal Code or other search fields.
Selecting “Records matching the selected criteria” enables
the user to print out data selectively based upon the desired criteria. To
establish the desired criteria, the user must click on the “selected criteria” link.
This will open the Selected Report Criteria window.
Figure 6-5.1 Select Report
Criteria
The user can then select the Search Group to use to identify certain
sets of Partners. These are the Search Groups defined by the user in the Tools Utility and
appear on the individual Partners Main Partner Screen when the Partners Module
is Active. To use a particular Search Group, or multiple Search Groups, the
user must click on the check box next to the desired Search Group.
The user can elect to include or exclude the Selected Groups by
selecting from the drop-down menu. Include means that only the data from those
Partners with any of the checked search groups checked on their Main Partner
Screen will be printed. Exclude means
that all Partners not having any of the checked search groups checked on their
Main Partner Screen will be printed.
For example, if the user wants a listing of anyone of his partners who
speak Spanish, he would check Spanish Speaker and Spanish Only. This will produce a listing of any Partners
who are listed as Spanish Speakers or as Spanish Only. If he were just looking for a translator, he
would only check Spanish Speaker. If he
were sending out a letter that was only in English, he would check Spanish Only
and select Exclude checked groups.
Donor Level can
also be used as a criteria by selecting the Donor Level from the drop-down
menu. Only data for those partners
meeting the selected Donor Level and any selected search group criteria will be
printed.
Selecting the Reset to Default Values button
will de-select all of the checked groups and
reset Donor Levels to All Levels. Once the user has
set the criteria that he wishes for TheGreatMultitude to use, he may select the
Accept
,
or Cancel button
as appropriate.
The “No Mail” Option allows the user to override the “No
Mail” restriction by clicking on the check box labeled “Include Partners that
have “No Mail” checked.
The “Church Directory Version:” will only print out the Chur/Min/Bus name,
title, name, spouse’s first name, Address and phone numbers.
To preview the report prior to printing, the user should
click on the View Report button
.
Figure 6-6 Partner Address and Phone Listing Output
The header and footer give the user the option to either close the window or print the report. The user should select one of these options. The header will also show how many records are included in this report. Neither the header nor the footer will appear on any of the printed reports.
Mailing Labels: Will print the names and addresses of selected Partners on standard mailing or shipping labels.
Figure 6-7 Selection – Mailing Labels
The options for Mailing Labels are the same as above with the option to pick label size replacing the Church Directory Version option.. The user must choose the Mailing (Avery 5160) or Shipping (Avery 5164) label. Labels will be sorted by Zip/Postal Code unless Records matching the last Search/Lookup is selected.
The Avery 5160 is a standard 3 up, 30 per sheet, 1” x 2-5/8” mailing label.
The Avery 5164 is a standard 2 up, 6 per sheet, 3-1/3” x 4” shipping label.
At the top of each Label view is a small interactive graphic that allows the user to select exactly which label position to begin printing. This is useful when the first sheet of blank labels is not a full sheet.
The header and footer give the user the option to either close the window or print the report. The user should select one of these options. The header will also show how many records are included in this report and the number of sheets to be printed to aid the user in setting up their printer Neither the header or the footer will appear on any of the printed reports.
Datasheets: Will print a complete listing of the Partner’s Information available on the Main Partner Screen in the Partner Module. Specifically, it will print Name, Partner ID and Type, Donor Level, all Personal Information, Birthdays and Anniversary, Children’s Information, Addresses, Phone Numbers, E-Mails and Web Site, and any comments entered. This printed in Portrait orientation, one Partner per page.
Figure 6-11 Selection Table – Datasheets
The options for Datasheets are the same as for Address/Phone Listing without the Church Directory Version option.
Partner Letters: Will allow the user to print a personalized letter to selected Partners.
Figure 6-13 Selection – Partner Letters
The options for Partner Letters are the same as for Address/Phone Listing except as shown below.
The Church Directory Version option is not available.
The date of letter may be typed in to
the text box or entered using the Calendar icon
. This is the date that will be printed on each
letter.
Figure 6-14 Partner Letter Option Area
The body of the letter should be typed directly into the Main Text box. The sample text must be deleted first. The quickest method to do this is for the user to click the mouse pointer in the middle of the text box. Then press Ctrl-A, this will select all of the text, then begin typing the content of the letter. The closing line (i.e. Yours Truly,) also goes into the Main Text box.
The Footer/Postscript Text box works the same as the Main Text box and should include the writer’s name and/or organization as well as any postscripts.
At the bottom is a link that will allow the user to save the letter just typed as a default. This will allow the user to avoid typing in the same letter again if the same or a similar letter is sent out periodically.
To view the letter prior to printing,
the user should click on the View Letters button
. This will
show all of the letters to be printed not just a sample.
Figure 6-15 View Partner Letter
To save time and effort, simply click on
the PADS button 
and let 5 Minute Photo take care of printing
and mailing your Partner Letters.
To print the letters, the user should
click on the Open in MS Word button
,
then either click on the Print icon
from the MS Word toolbar or use the File –
Print menu option. Closing Word will return the user to TheGreatMultitude. While the letters can be printed from View
Letters, this is not recommended at this time as the printout will show web
information on the top and bottom of the letters. The formatting necessary to allow for this
will be available in the near future.
To print out matching labels after
printing the Partner Letters, select Mailing Labels
in the Select a Report list and then enter the same selection criteria as used
for the Partner letters.
If the user desires to utilize the
Print And Deliver Service (PADS), the user should click on
the PADS button.
Broadcast E-Mail:Will allow the user to send a personalized E-Mail to selected Partners with valid E-Mail addresses.
Figure 6-16 Selection – Broadcast E-Mails
The options for Broadcast E-Mail are the same as for Address/Phone Listing without the Church Directory Version option
Selecting the Continue button
will open the E-Mail Distribution window.
Figure 6-17 E-Mail Distribution
Window
The E-Mail Distribution window will show a listing of all of the Partners with E-Mail addresses. The “No Mail” check box on the Main Partner Screen does not affect this listing. The user should check the boxes adjacent to the Partners that are to receive the E-Mail. Alternately, the user may click on the Select all Partners box and then deselect the Partners who are not to receive the E-Mail. Note that some Partners may have multiple addresses and the user may need to only check one of those available.
Clicking on the Close Window button
will cancel the process and return the user to
the Partner Reports Screen.
Clicking on the Next Step button
will open the Send Mail To Partners page.
The user should select either Text or HTML for the body format. Unless the user is familiar with HTML, they should select text.
The user should check the box for Include personalized "Dear <Salutation>," as first line in e-mail if the user wants the e-mails to have the salutation.
The user should replace the sample text in the Subject line and Body in the same fashion as for the Partner Letters.
At the bottom of the Send Mail To Partners page is a link that will allow the user to save the E-Mail just typed as the default. This will allow the user to avoid typing in the same E-Mail again if the same or a similar E-Mail is to be sent out.
The E-Mails are sent when the user
clicks on the Send button
. This will send the E-Mails and return the
user to the Partner Reports Screen. The
from block of the e-mails sent will be the e-mail address used to open
TheGreatMultitude.
When the E-Mail is sent, the E-Mail Distribution window will open confirming that the E-Mails have been sent.
Figure 6-20 E-Mail Confirmation
When the Close Window button
is selected, the
E-Mail Distribution window is closed and the user is returned
to the Partner Reports Screen.
If the user does not want to send the
E-Mail, he should click on the Cancel button
. This will not send the E-Mails but does
return the user to the Partner Reports Screen.
Custom Reporting Tool: This feature will be discussed completely in the Section 7.
Clicking on the Contribution Reports
Module icon
on the Vertical
Toolbar accesses the Contribution Reports Module. Once the Contribution Reports
Module is activated, the body of the Reports Screen will show the functions and options available
with this module.
On the left side of the main viewing area is a list of the various reports that are available within this module.
Figure 6-22 Contributions Reports Selection List
Below this table is a brief description of what the highlighted report will show
To select a particular report the user should click on the desired report in the table.
Detail Contribution Report: Lists the Partner ID, Name, Partner type, Donor Level, Gift Amount, Product Amount, Total Amount. Gift Date, Deposit Number, General Ledger Account # and Letter code for all contributions made within a set period of time.
The user defines the date range for the report by
typing the desired beginning and ending dates into the appropriate text boxes or
selecting them after clicking on the Calendar icon. When
typing directly into these date blocks the user must use the format mm/dd/yyyy
or an error message will appear.
Figure 6-23 Contribution Report Options
Leaving the Beginning and Ending dates both blank will show all contributions. Leaving the Beginning Date blank will show all contributions made prior to the Ending Date. Leaving the Ending Date blank will show all contributions made after the Beginning Date.
The report can be Grouped and Sub-Totaled by the user selecting any of the criteria available in the drop down menu.
Grouping and Sub-Totaling by Deposit Number is a good way to assist in reconciling bank deposits.
The user must have MicrosoftÒ Excel installed on their computer to open the report in MS Excel for additional editing, to print the report or to save it to their local drive
The user can choose to view and print
the report by clicking in the View Report button
,
or to make adjustments to the report by clicking on the Open in MS Excel button
. This
report should be printed in Landscape orientation.
To print matching labels for those Partners
matching the above set criteria, the user must click on the Print Matching
Labels button
. This will print labels for the Avery 5160
labels.
Figure 6-25 Detail Contribution Report
Contribution Letters: Will enable the user to print a personalized contribution letter listing the contributions made over a fixed period of time to all Partners with contributions listed within those time constraints. This is also the best choice for printing tax receipts.
Figure 6-26 Selection – Contribution Letters
On the right of the main viewing area, the user is offered various options for customizing this report to meet their particular needs.
Figure 6-27 Contribution Letters Options
The Beginning and Ending Date options function the same as for Detail Contribution Report.
Date of Letter is the date that will be printed on the letter.
Three text boxes are provided for the user to enter text. These function the same as for the Partner Letters.
At the bottom is a link that will allow the user to save the letter just typed in as the default. This will allow the user to avoid typing in the same letter again if the same or a similar letter is sent out periodically.
To print the contribution letters, the user
should click on the Open in MS Word button,
then either click on the Print icon from the MS Word toolbar or use the File –
Print menu option. Closing Word will return the user to TheGreatMultitude. While the letters can be printed from View
Letters, this is not recommended at this time, as the printout will show web
information on the top and bottom of the letters. The formatting necessary to allow for this will
be available in the near future.
PADS is not currently available for Contribution Letters but will be available soon.
Figure
6-28 Contribution Letter
If the user desires mailing labels to match the
letters, he should click on the Print Matching Labels button 
. This will open the mailing labels window for
the Avery 5160 labels and allow the user to print out these mailing labels.
Figure 6-28.1 Avery 5160 Labels
If the user desires to utilize the
Print And Deliver Service (PADS), the user should click on
the PADS button
.
Daily Mail Report: Will enable the user to print a report showing the daily contribution activity. It displays the Partner name, ID, Type, Gift amount, Product Amount, Total Amount, Gift Date, Letter Code and Gift Code for the day selected. The Partner’s address information and alternate closing are shown below the information lines.
Figure 6-28.2 selection - Daily Mail Report
All of the Daily Mail Report options function the same as for Contribution reports.
Figure 6-28.3 Daily Mail Report
Non-Contributor Report: Will enable the user to print a report showing the Partner name, ID, Type and address of those partners who have not made a donation during the selected period of time.
Figure 6-28.3 Non-Contributor Report
All of the Non-Contributor Report options function the same as for Contribution reports.
Figure 6-28.4 Non-Contributor Report
Custom Reporting Tool: This feature will be discussed completely in the Section 7.
Clicking on the Pledge Reports Module icon
on the Vertical Toolbar accesses the Pledge
Reports Module. Once the Pledge Reports Module is activated, the body of the
Reports Screen will show the functions and options available with this module.
On the left side of the main viewing area is a list of the various reports that are available within this module.
Below this table is a brief description of what the highlighted report will show.
To select a particular report the user should click on the desired report in the table.
Pledge Summary: Lists Partner ID and Name, type of Partner, Pledge Date, Pledge Amount, Total Contributed, Balance, and Last Payment Date of either a single pledge or a summary of all pledges.
Figure 6-29 Pledge Reports Selection List
The user defines the content of the Pledge report by selecting from the drop-down menu.
Figure 6-30 Pledge Reports Options
The user can choose to view and print
the report by clicking in the View Report button.
Figure 6-31 All Pledges Summary Report
6.9 Print and Deliver Service (PADS)
Print and Deliver Service (PADS) is a service provided by 5 Minute Photo that enables the user to send out Partner Lettersby simply typing in the text, selecting the appropriate mailing options, and completing the billing information. The primary advantage of this service is that it saves the user and their staff valuable time. The other advantages include the ability to generate selective mailings from anywhere in the world via the internet, to mail letters in the U.S. without a physical presence here, and the knowledge that the mailings will be timely and professionally done with none of the normal hassles associated with large mailings.
Once a Partner Letter is completed and the mailing list
selected by using the Letter options, the user may utilize PADS by clicking on
the PADS button at the bottom of the options area.
This will open the PADS Order window.
The user selects the Mailing Option desired. Currently these are:
Econo Flyers, or self-mailers, are envelope-free letter-size documents printed on 24# white paper and folded in thirds then sealed along the top edge with an adhesive tab. Econo Flyers are a convenient way to send economical and quick messages to your Partners.
Standard Letters are documents printed on 8 1/2" x 11" premium bright white paper and sent in a #10 Envelope (4 1/8" x 9 1/2"). Standard Letters are a professional way to send Partner Letters. The user may optionally select to include a Reply envelope imprinted with their organization's name and address to add a quick and convenient way for Partners to mail back their contributions.
Special Letters are documents printed on pre-printed letterhead (8 1/2" x 11") and Envelopes (#10 - 4 1/8" x 9 1/2") provided by the user and stocked by 5 Minute Photo. Special Letters allow the user to maintain their organization’s image and are a very professional way to send Partner letters.
International postage rates are calculated for any addresses outside
of the
A table under the mailing options informs the user of the number of domestic and overseas pieces that are to be mailed as well as the current charges.
If a mailing date different from the default shown is desired, the user clicks on the down arrow adjacent to the mailing date and selects the desired mailing date. The desired mailing date should match the date of the letter as shown on the previous screen. Dates not shown are not available.
The user should select the appropriate check box to receive a copy of the letter and a summary report of the mailing.
The return address box allows the user to ensure that the return address for the letters is as desired. This is also the address that will appear in the “to” portion of reply envelopes if sent.
The user should check the confirmation box once the letter has been reviewed and its accuracy confirmed.
The signature text box
is for the user to type in exactly how the signature is to appear on the
letters. The font will be changed to a
script type but the text will be exactly as typed. For example, Dr. Charles R. Shaffer will
appear as Dr.
Charles R. Shaffer.
The user then clicks on the Continue
or Cancel button as appropriate. If Continue is
selected, this will open the Billing Information Service Window.
Figure 6-34 Billing Information Window
This transaction can be cancelled by clicking on the “Cancel” text at
the top of the form.
The user should enter all of the requested billing information then
click on the Continue button.
This will open the Billing Confirmation window.
Figure 6-35 Billing Confirmation Window
The user must confirm all of the displayed billing
information is correct and click on the Submit
button.
This will activate the credit card authorization process and open the
authorization error window if the authorization was not completed. The error message will explain the nature of
the error and why the authorization was not successfully processed.
If the authorization is completed the Authorization Completed window
will open.
Figure 6-36 Authorization completed.
Once the billing information procedure has been successfully completed,
the order acknowledgment window will open.
Figure 6-37 Order Acknowledgement Window
Clicking on the OK 
button will return the user to
TheGreatMultitude.
Once the billing information has been entered and confirmed, the PADS order will be processed and mailed as per the user’s request.