Donor Management package Vigilant

Defining Vigilant©


Basic Book-keeping Module

This package comprises standard book-keeping balance sheets. All information is accessible, even after registry closure at the end of the financial year. We will ensure that the correct entry procedure is adhered to, even when other modules remain active. No specific book-keeping knowledge is necessary whenever entries are made by sub-administrations. Subsequent to this, the book-keeper will be able to check them and make the necessary corrections without having to disrupt the system by sending amendment instructions. An 'audit-check' will be carried out (usually insisted on by accountants); to determine when the entry was made and by whom.

Module for Budgeting and Reporting

Estimated costs can be entered and linked to the book-keeping records. However, the budget method and ledger entries are dealt with separately. There are other ways and means of disguising budgeted amounts in a ledger. Budgetary patterns in a given season can be signalled and recorded. By applying transverse options it is possible to correlate the estimated amount with realistic figures. Furthermore, other links can be coupled with a valid budget in a given financial year. This allows the flexibility of producing a summary with figures taken from different financial years whilst updating the ledger entry system in accordance with the latest objectives and projects.

Module for Registration Charges

A ledger invoice can be further identified by means of registration charges. This second dimension prevents the ledger entry system from 'exploding'. The charges for registration can be listed in chronological order and thus form the basis of the balance totals.

Module for Administering Donations

This module has been developed to enable missionary organisations to monitor missionaries' income and expenses. It is possible to report every month whether adequate donations are available. Summaries are prepared at the end of the month so that the missionary and/or his HFC (Home Front Committee) can weigh up the donations received against outgoing expenses. The summaries are sent automatically by e-mail to the mission and the HFC.

Module for Asset Management

Registering all assets by means of this module enables direct debit to be activated. This basic module keeps track of the invoices and the assets are automatically increased when invoices are sent out.

Basic Module for Monitoring Clients

This module has the facility to monitor particulars of all clients. Alongside standard 'NAW-headings' it is also possible to define your own. These identity codes can be used to create new client profiles. It is possible for them to be entered manually or automatically in accordance with the various Vigilant© functions. A selection can be made from the client's identity codes or from the headings in other Vigilant©'s files. This enables a more refined search of the client database to be made at a later date for special mailings, either by regular post or e-mail. This is a standard feature of the basic module package for donor administration and subscriptions (but is only linked when the basic book-keeping module has been activated).

Payment transactions

Bank statements can be dealt with in one operation by transferring this facility from the internet banking system of the bank concerned. The majority of transactions can be made automatically. Vigilant© makes it possible for any remaining transfers to be dealt with quickly. As for donations, a direct link can be put in place between the giver and his designated mission. Donations can be charity as well as subscription charges. Invoices which are pending can be spotted immediately. Each amount on the bank statement can be dealt with right away, thanks to the direct link with the ledger (rather than the client). There are standard operations for receipts as well as payment. There are links with various banking systems, such as ING, ABN/AMRO and Rabotel as well as via CLIEOP files. Direct debit is also possible as a single entity or periodically.

Standaard zijn functies beschikbaar voor zowel ingaande als uitgaande bankmutaties. Koppelingen zijn er naar diverse bancaire systemen zoals ING, ABN/AMRO en Rabotel en via CLIEOP bestanden. Ook automatische incasso is mogelijk, zowel eenmalig als periodiek.

Donation Administration

Donations usually arrive spontaneously as opposed to invoices, and determining the date of receipt or the amount is never easy from the outset. Registration of gifts is quite separate from the bank transfer slips for which there is no 'payment due' instruction. It is difficult to account for donations automatically, owing to the fact that they usually result from mailings (by regular post or e-mail). However, analytical methods have been devised to record the amount of the donation, the region, receipt number, client type and possibly the age group. This produces lists and the figures can be transferred immediately to Excel spreadsheet as graphic information.

Pledge Administration: donations and subscriptions

Pledging is a general term for systematic giving by the same donors who have agreed to do this. Such commitments are not as 'rigid' as payment requests. They can take the form of a single contribution or an automatic transaction made spontaneously or periodically. Recognising commitments comes from experiencing donations being made systematically for a specific project. By realising this, your 'knowledge' in this area of systematic giving will be established, whereby even more donations can be accounted for. These donations will be booked alongside the source, according to its category. In the case of systematic payments, it is possible to deal with fixed rates, gift-tokens and automatic cancellations, etc. Changes in rates can take effect automatically. This administration is able to cope with establishing financial projects as well as links and sub-projects. User-fields can all be adapted individually for sub-projects. This program has been adopted by a child-adoption organisation.

Module for contact background and diary records

By means of this module, it is possible to record contacts with donors in order to gain an insight into their type and volume. A "bring-up" system to remind you about future appointments or action to be taken has been incorporated, in which there is adequate space to comment on each registration. You will be warned when it is necessary to take action on a particular subject. It is possible to link contacts or agenda items to users, if you so wish, in order to build a more personal programme.

Module for member administration

By means of this module, it is possible to register individuals who live at a particular address, generally a family. This is intended, in particular, for church administration. Alongside the personal particulars, it is possible to note specific details, such as marriage, baptism and, depending on the religious background, dedication or confirmation. From a statistical point of view, a personal book-keeping status will be maintained, so that it is known where people come from and where they go to when they leave. A very special feature is the possibility of keeping a photo album of the church members. By retaining a digital photo of each member and linking it to the system, an address book with photos can be produced automatically. Furthermore, it will also be possible to establish the cooperation, participation and divisions within the church. This enables lists to be made of the members who live in a particular area or a list of those involved with the Sunday-school.

Module for places and street tables, the Netherlands and abroad

It is possible to insert the addresses of bigger organisations by simply typing the post code (or zip code) and house number. This ensures that the street names are entered correctly and post will not be returned to sender as a result. Owing to the fact that a subscription is in place, the file containing Dutch post codes will be updated automatically every month. There is also a table in existence for the majority of the European countries' post codes. In addition, there are also functions in place for tidying up a disorderly address system.

Module of Organisational Links

Who's who and where to they belong? This module enables links to be made between clients and to determine what the nature of that link is, e.g. clerics and other church officials. Or the other vantage point, which church does a particular client attend? The links operate from both directions; one as opposed to more.

Basic Module for Registering Invoices

Many packages have functions that distinguish purchase orders from invoices. Vigilant© has a special function for entering invoices, order forms, delivery receipts and pro-forma invoices, etc. Initial sorting begins by defining each type according to its characteristics which then forms the basis for correct registration and dispatch. There is, however, no distinction between entering purchase orders and invoices, as far as the instructions are concerned. Also, printing purchase orders at this stage, could be useful.

Module for administrating supplies

Preparing invoices without products is also possible, particularly in cases where there are few sales. However, invoicing can be done quickly and effortlessly, in cases involving a variety of products. The system for recognising discount codes and discount areas makes it possible to offer certain groups of client a discount automatically when they place an order. Registering purchase orders and sales records is an additional option, which you can choose to have if you so desire. This additional facility allows you to have supplies on-hand ready for dispatch.

Module for conference reservations

Organisations arranging conferences can make all the necessary registration entries and print the invoice or payment request with this module. If necessary, room rental can also be linked to this. In the case of workshops, separate groups can be registered automatically. This module is also capable of dealing with all aspects of registration for the entire conference venue. An additional aspect of this module is its capacity to automatically register applications received via the internet and subsequently convey these to the user. Interaction with the user is necessary in order to guarantee the quality of entry however, 'simple' applications can be dealt with effectively by touching a key or a mouse click.

Helpdesk VigilantDMS
© 2015 VigilantDMS. All rights reserved.