IS SUE 13 AUTUMN D ATA DEVELOPMENTS Updata Fund Accounting Gift Aid Membership 4 2 INCREASE GIVING AND SAVE WORK DOES THIS SOUND LIKE THE PERFECT SOLUTION, THEN 4 WILL SHOW YOU HOW MYGIVING.ONLINE WILL HELP YOU DO PRECISELY THIS A NEW CHANGE DUE TO CLAIMING GIFT AID, UPDATED IN DONATIONS CO-ORDINATOR V7 PLEASE SEE 2 FOR MORE DETAILS DO YOU NEED A BOOKKEEPER? OUR BOOKKEEPING SERVICE HAS HELPED A NUMBER OF CHURCHES WITH THEIR BOOKKEEPING, WHETHER IT S AS A STOP GAP MEASURE, TO SUPPORT THE WORK OF THE TREASURER OR TO CATCH UP ON PREVIOUS YEAR S ACCOUNTS WE CAN HELP. FURTHER DETAILS ON 7 MY ACCOUNTS HELP! WE ALL HAVE THOSE TIMES WHERE TO RESOLVE SOME ACCOUNTING ISSUES IT IS EASIER TO SIT DOWN WITH SOMEONE AND WORK THROUGH THE ISSUE. WE ARE THEREFORE RUNNING MORE HELP CLINICS AND ALSO HAVE A ROVING TROUBLE-SHOOTER WHO CAN VISIT YOU AND HELP. TO FIND OUT MORE SEE 3 CONTACTLESS DONATIONS - AS SOCIETY MOVES AWAY FROM USING CASH COULD YOU USE THIS OPPORTUNITY TO ENABLE A WHOLE NEW FORM OF DONATING, MADE EASY BY DATA DEVELOPMENTS SEE 3 v 7
DONATIONS CO-ORDINATOR v7 It has been three years since the last change to claiming gift aid and with the government moving to a more digital platform the HMRC have been making internal changes to submitting a claim. In February 2018 they will be requiring everyone making a claim to use this new system, however you don t need to wait until then you can switch over to the new system now. Donations Co-ordinator v7 is ready for the new claiming system, all of your data can be transferred from version, it s as simple as that. In order to keep the upgrade costs as low as possible this change in processing a claim is the only difference between version and 7. For MyGiving.Online users we will also be uploading the new claiming system but this will be done in the early hours of the morning and at a time when no-one is logged in. With technical support and upgrades included with MyGiving.Online there will, of course, be no charge for this upgrade. To upgrade from Donations Co-ordinator V To upgrade from any version of Donations Co-ordinator prior to version 49 99 Alternatively you can upgrade to MyGiving.Online for 1 per month, you ll even receive a free 30 day trial. For more details please see page 4. All prices include vat and 90 days technical support To order please either visit our website (www.datadevelopments.co.uk) and click on the Products page or phone 01902 714030 OPEN DAYS DO YOU WANT TO TRY ANY OF OUR SOFTWARE PACKAGES INCLUDING MYGIVING.ONLINE OR SEE CONTACTLESS DONATIONS IN ACTION? WHY NOT COME ALONG TO ONE OF OUR FREE OPEN DAYS. All of our Open Days run from 10am to 3pm and presentations are held throughout the day of all our software packages. Computers are also available around the room allowing you the opportunity to have a closer look at the software, and staff will be on hand to answer any questions you may have. All of our Open Days are aimed at both new and existing users, so even if it s just to put a face to a name or share a coffee we would love to see you there. OUR UPCOMING OPEN DAYS INCLUDE: NEWCASTLE LONDON - HEATHROW LEEDS WINCHESTER MONDAY 30TH OCTOBER THURSDAY 9TH NOVEMBER THURSDAY 1TH NOVEMBER THURSDAY 2TH JANUARY 2018 St Mary s Church Medburn Road Holywell Whitley Bay NE2 0NE 1pm - 4pm ONLY Holiday Inn Ariel 118 Bath Road Hounslow UB3 AJ Church House 17-19 York Place Leeds LS1 2EX Old Alresford Place Alresford Hampshire SO24 9DH WOLVERHAMPTON EDINBURGH CHELMSFORD BATH MONDAY 29TH JANUARY 2018 FRIDAY 10TH NOVEMBER MONDAY 27TH NOVEMBER MONDAY 19TH FEBUARY 2018 The Church of Scotland 121 George Street Edinburgh EH2 4YN St Cedd s Hall Chelmsford Cathedral New Street Chelmsford CM1 1TY Creative Industries Centre Wolverhampton Science Park Glaisher Drive Wolverhampton WV10 9TG St Philip & St James Church 3 Frome Road Bath BA2 1QF For more information please call our Sales line on 01902 714030 or visit our website www.datadevelopments.co.uk 2
CONTACTLESS DONATIONS TURNING A PROBLEM INTO AN OPPORTUNITY AS A SOCIETY WE ARE MOVING QUICKLY TOWARDS A CASHLESS SOCIETY. CARDS ARE USED WHERE PREVIOUSLY CASH WAS THE ONLY OPTION BUS FARES, CAR PARKING, CUP OF COFFEE, SCHOOL LUNCHES ETC THE LIST IS ALMOST ENDLESS. 201 was the first year that cash represented less than half of all payments. Over the next decade cash payments are forecast to fall by 43%. This is a very worrying trend if visitors to your church (whether they be attending a service, baptism, wedding, funeral or simply looking around the church) can only make donations by cash. With fewer people carrying cash you could inadvertently be preventing people from supporting your organisation. Conversely contactless payments are rapidly becoming the normal payment method for items under 30. In April 41.3 million contactless transactions were made, an increase of 122% over last year amounting to a total spend of 3.9 billion - an increase of 148% over last year. In the first six months of 201 just over 9 billion was spent on contactless cards, in the same period of this was just over 23 billion!* In April the HMRC allowed contactless donations to be included as GASDS eligible. By working with a contactless terminal manufacturer, clever programming within MyGiving.Online and with the donor s permission we can match a contactless donation to a particular donor. This makes it possible to claim gift aid on their contactless donations instead of GASDS so maximising the potential for Gift Aid and GASDS from any contactless donation. Our new contactless terminal is ideal for retiring collections or visitors. With a simple tap of the card the donation is made and imported into MyGiving automatically, enabling GASDS or gift aid to be claimed. For more details please visit our website (www.datadevelopments.co.uk) email sales@datadevelopments.co.uk or contact us on 01902 714030 * UK Card Association and UK Finance SHARE AMONGST THE CHURCHES IN YOUR PARISH SO ALL CAN BENEFIT AND THE COSTS CAN BE SHARED Portable for events Doesn t need a WiFi connection Interchangeable posters or design your own Secure, all information is encrypted and not stored after it has been used Doesn t need to be connected to a telephone socket Fixed donation amount that you can change at any point Doesn t need to be connected to a power socket (can be run from a battery powerpack) Want to see it in action why not come to one of our free open days, dates and locations on page 2 3
MyGiving.Online RE-IMAGINING DONATIONS MYGIVING.ONLINE ENABLES YOU TO RECEIVE DONATIONS IN MORE WAYS THAN EVER BEFORE, SHARE THE WORK SECURELY WITH MULTIPLE USERS AND REDUCE THE AMOUNT OF WORK REQUIRED. IMAGINE NEW WAYS OF DONATING MAKE IT EASY FOR EVERYONE AND INCREASE YOUR DONATIONS FEE FREE* DONATE NOW BUTTON MyGiving will create a Donate Now button which you can copy and paste to your website. Enable donations by credit/debits cards *This Donate Now button is free of any transaction charges for the first 30,000 received Add separate buttons to different pages, one page may be for General donations another may be for an appeal and so the donations received on this page would be restricted to that purpose Donors can sign an electronic Gift Aid declaration form so Gift Aid can be claimed on these donations with no additional paperwork Donors don t need to be in church to donate DIRECT DEBIT No paperwork to complete, the Direct Debit can be completed online Add a Regular donation button to your website to enable donors to sign up Use a QR code on service sheets and leaflets to enable donors to sign up Create set amounts and/or allow donors to specify their own donation amount Enable donors to create Direct Debits for any of your funds including restricted. Maybe you have an appeal that donors wish to support regularly The donor can decide which day of the month the Direct Debit should be paid Donor can decide if they want their donations to be increased automatically by inflation each year, with no extra work for you Direct Debit donations appear in MyGiving automatically The Direct Debit is paid directly to the church s bank account, nothing goes through Data Developments account Secure the processing company handles 100 s millions of transactions per year and is used by the HMRC, Virgin, Tripadvisor, Thomas Cook and many others CONTACTLESS DONATIONS QR CODES Using our Contactless terminal a simple tap will enable a donor to make a donation Simple and easy to create Maximise the GASDS or Gift Aid potential from each contactless donation Donors don t even need to be in church to donate This donation is automatically imported into MyGiving as a GASDS donation Enables donors to donate using their phone or tablet Add QR codes to service sheets, leaflets, posters, notice boards Enables donations by credit/debit cards If the donor is recorded in MyGiving.Online and with their permission a contactless donation could be claimed as Gift Aid instead 4
SAVE TIME AND WORK SECURE Donor and donation details are imported automatically from the Donate Now button so nothing needs to be added you will receive a notification to keep you informed No complete credit/debit card or bank details are stored in MyGiving at any point Our servers are all PCI DSS compliant A postcode lookup is included so addresses can be entered simply using the house name/number and their postcode Our site is tested by a completely independent specialist security company to ensure everything remains secure. Import donations from a bank statement. Regular donations can be imported directly to the donors record without you having to type them in. Our servers are monitored by technical support staff 24/7 Import from PayPal, JustGiving and the Parish Giving Scheme to give complete donation information in one place Use electronic declarations from the Mobile app and the Donate Now button Claim directly to the HMRC with the click of a button Produce thankyou letters to your donors simply and easily The site is backed up regularly as well and being mirrored to another server WE WANT YOU TO SUCCEED Store unlimited donors with no extra charge - we want you to grow your donors without being concerned that you will be charged more Accept donations 24/7, even if donors aren t in church Work at the office, at home or anywhere there is an internet connection Work from a computer, Apple Mac, ipad, Tablet or virtually any browser enabled device Cost - 1 per month and includes Use of the software and app Unlimited donors and users Create as many Donate Now buttons and QR codes as required All upgrades and updates Technical support Separate bank charges apply. Please see our website for detailed costs For more information please see the MyGiving.Online page of our website www.datadevelopments.co.uk, email sales@datadevelopments.co.uk or speak to our sales department on 01902 714030.
HELP CLINIC ARE YOU STRUGGLING WITH A YEAREND ISSUE? ARE THERE ADJUSTMENTS THAT YOU NEED TO ENTER? DO YOU NEED HELP WITH A BANK RECONCILIATION PROBLEM? Following a successful clinic last year we are running two further clinics to help with these and other issues. Instead of struggling with an accounting problem yourself and feeling you have no-one you can turn to, sitting and working through the issues with one of our technical support staff can really help to resolve issues and give you peace of mind. DATES AND VENUES To make the best use of the time available we request that you send a Finance Co-ordinator backup and queries before the clinic so that we can prepare for the session 4 minute slots are available and you can book more than one slot if required. Booking is required, to book your place please contact our sales line on 01902 714030. HEATHROW Wednesday 24th January 2018 WOLVERHAMPTON Wednesday 14th March 2018 201 ISSUE 12 AUTUMN R 2013 ISSUE 9 SUMME Updata Updata 7 A chance to WIN a in chocolate Hamper time for Christmas hip Gift Aid Members Fund Accounting We launch our NEW Bookkeeping service 4 Take a look at our NEW website service - with SPECIAL OFFERS Rewarding your support - we unvail our Loyalty scheme You are in Safe hands with our Bookkeeping service ns and Gift Aid Re-imagining Donatio THEM CLAIM GIFT AID ON DAYS A WEEK AND 24 HOURS A DAY, 7 ABLE TO RECEIVE DONATIONS YOURSELF! THEY HAVE IMAGINE IF YOU WERE ENTER A SINGLE DONATION DEVICE, VIEW THE DONATIONS WITHOUT HAVING TO. IN FROM THEIR OWN (IF APPLICABLE) ALL hip BEING ABLE TO SECURELY LOG AID DECLARATION AND MAKE FURTHER DONATIONS Members A DONOR Gift Aid IMAGINE ANY BROWSER A NEW GIFT TABLET OR VIRTUALLY Fund Accounting TAX STATEMENT, SIGN A PC, APPLE MAC, A MADE, PRODUCE A Our brand new website coming soon Free Monthly Newsletter 4 1 1 My Giving.Online is N T asdetailedtoinsight D E V E L O P M E HERE offer into what it has Updata AND RE FOR GIFT AID NEW CLAIMS PROCEDU THE END OF CED AN ENTIRELY ES ONLINE. FROM THE HMRC INTRODU CALLED CHARITI IN APRIL THIS YEAR S WISHING (GASDS) SCHEME ES AND CHARITIE SMALL DONATIONS FORM. INSTEAD CHURCH THE NEW GIFT AID ACCEPT THE R8i RE. HMRC WILL NOT NEW CLAIMS PROCEDU SEPTEMBER THE NEED TO USE THE WILL GASDS AND TO CLAIM GIFT AID TO BE SENT WILL ALLOW CLAIMS THE NEW SYSTEM OF THREE WAYS: TO HMRC IN ONE lly. Using to send claims electronica The launch of our 1 Charities will be able to the new Membership Co-ordinator or, you will link directly Donations Co-ordinat is prepared program Version 3 service. Your claim HMRC Charities Online sent over the Co-ordinator and then entirely within Donations without any at the click of a button internet to the HMRC HMRC. the with required Registration is intermediate steps. 2011 ISSUE 7 AUTUMN m form D ATA accepts R8i clai HMRC no longer Brand NEW to our website are Support Tickets Trial and evaluation software is now available from our website 1 OUR ONSITE TROUBLESHOOTING ACCOUNTS SERVICE no hip Gift Aid Members Fund Accounting R8i claim form will longer be accepted by HMRC 7 THE SYSTEM FROM BEING ABLE TO ACCESS IMAGINE Nearly 3000 CONNECTION. DEVICE WITH AN INTERNET raised for charity ENABLED Check out our Blog TO IMAGINE ANY MORE! THERE IS NO NEED donations is available in our new All this, and much more includes: online facility. Which VERSIONto receive donations 24 hours a day, Being able 7 days a week - by debit/credit card - through your website Co-ordinator 3 NEW Membership option your church the first or second To make use of either the HMRC for their a to be registered with for the 21st century - via Paypal claims online using or charity will need Online.rship system 2 Charities can also enter a membe debit ionfor Charities online and then then enrolled - by Standing order/direct andandinnovat in a web-based form online services each member able to set a password of your ity, Design combination of filling Simplic on the wish to store what car the details ID number and be automatically appear For example, if you to of spreadsheets with You will receive an then able All these donations will into Donations uploading a number in d from the site a field for this. 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However, member in one place. screens so that will need to store for unique items made use of tabbed different you may have complicated so we possible and as church and charity is simple member. and each as clean wish to store about each screen is kept relevant of information you would many user is organised onto the r you can create as any additional information In Membership Co-ordinato the system. wish to personalise tabbed page. defined fields as you GASDS) envelope and cash (including Being able to enter donations Enter one-off donations rather addresses from a postcode Automatically enter the full address than having to type in JustGiving other systems such as Import donations from for better reporting upgrades technical support and One price including up new donation nline system will open Our new MyGiving.O and widen the gift aid secretary time opportunities, save the via the donations day or night availability of accepting line app. and/or the MyGiving.On Church/Charity website FREE MONTHLY ONLINE NEWSLETTER v OUR TECHNICAL SUPPORT TEAM ARE VERY GOOD AT HELPING WITH ANY ISSUES IN RELATION TO USING FINANCE CO-ORDINATOR BUT SOMETIMES THERE ARE ISSUES OUTSIDE THE USE OF THE PROGRAM THAT USERS WOULD LIKE HELP AND SUPPORT WITH ONSITE. v IF YOU WANT TO KEEP UP TO DATE WITH NEWS AND FORTHCOMING EVENTS AT DATA DEVELOPMENTS WHY NOT SIGN UP TO OUR FREE MONTHLY ONLINE NEWSLETTER. We are therefore pleased to announce that we are now able to offer an onsite troubleshooting service. A member of the Data Developments team will visit you and assist with issues you may have with your accounts and using Finance Co-ordinator, such as: Not only do we include news and insights into life at Data Developments but we also include information and links of real interest to churches and charities. To subscribe please visit our website (www.datadevelopments.co.uk/newsletter-subscription/). Setting up of your accounts. Rectifying issues with bank reconciliations Setting up budgets Rectifying opening balances issues Amending accounts in line with examination requests Fixing issues with accounts production and reports If you would like to discuss your requirements and receive a quotation for this service please contact sales@datadevelopments.co.uk or our sales department on 01902 714030. If a month is just too long to wait for news from Data Developments, the Charity Commission, HMRC and others why not follow us on Twitter and/or like us on our Facebook page. We regularly update these together with links to other useful documents and news items. On Facebook search for Data Developments and click on the Like button to receive news and information directly to your newsfeed. For Twitter simply follow @data_dev
BOOKKEEPING SERVICES WE OFTEN HEAR THAT VOLUNTARY ORGANISATIONS, INCLUDING CHURCHES, ARE FINDING IT INCREASINGLY DIFFICULT TO RECRUIT SKILLED VOLUNTEERS AND IN PARTICULAR TREASURERS AS THERE IS AN INHERENT FEAR FOR VOLUNTEERS OF WORKING WITH FINANCES. As well as data entry included in the price of our bookkeeping service is a copy of Finance Co-ordinator (normal price 19 inc VAT) which you can install onto your computer, and all upgrades (normal price 0 inc VAT) together with technical support (normal price 7 per year). You will then be able to restore the information from the back up file we send you and see the information we have entered so that you can examine the figures and produce your own analysis and reports when required. Most volunteers are not accountants and worry about the technical skills required to fulfil this type of role, especially with the flood of new regulations that have affected churches and charities since 1997. This is why, here at Data Developments, we have been reflecting on ways in which we can help. Our solution has been our bookkeeping service. WHAT S INCLUDED? Periodically Data Developments will provide feedback sessions at Wolverhampton Science Park so that further suggestions, improvements, changes etc. can be made. Data entry including standing orders, transactions and transfers Producing financial reports Completing the Bank Reconciliation A Finance Co-ordinator licence All Finance Co-ordinator updates and upgrades Technical Support ANNUAL ACCOUNTS Whilst Finance Co-ordinator is able to produce the reports for the draft annual accounts, independent examination or audit would still be the responsibility of the Church or Charity. Data Developments would not independently examine or audit the accounts as we don t believe this gives sufficient impartiality. We are aware of other companies across the UK who are willing to provide Independent Examination at a discounted rate to organisations that are using Finance Co-ordinator. Data Developments arranges to meet you for a one day on-site visit to confirm starting balances, nominal codes, funds, fixed assets, standing orders, and which standard Finance Co-ordinator reports are required. Training on the program is also included so that figures can be examined and reports produced independently if required. For more information please contact our Sales team on (01902) 714030. HOW IT WORKS The church or charity would still be required to appoint a treasurer; however their burden would be greatly reduced. The treasurer would continue to open envelopes, count collections, deposit money into the bank, pay bills etc., they then send details of these transactions to Data Developments. COSTS: An initial one-off setup fee of 299 inc. VAT (this includes the one day on site visit) Up to 0 transactions per month: 20 per week Up to 100 transactions per month: 38 per week Up to 200 transactions per month: per week Over 200 transactions: POA We would use this information to: Enter all of the transactions and transfers Process standing orders Produce financial reports Complete the bank reconciliation All prices include VAT and would be subject to an 18 month contract. If you have any questions please call (01902) 714030 or visit our website (www.datadevelopments.co.uk) to download a brochure. Once all of the transactions have been entered, we will then create a backup of the data and send it to you. 7
TRAINING Getting the most out of your time! OUR TRAINING AIMS TO HELP YOU GET THE MOST OUT OF YOUR TIME BY GETTING THE MOST OUT OF OUR SOFTWARE. WE HAVE DEVELOPED OUR TRAINING OVER A NUMBER OF YEARS BY LISTENING TO CUSTOMERS, EVALUATING EACH COURSE AND USING THE RESULTS TO IMPROVE THE CONTENT. THE COURSES ARE DELIVERED BY QUALIFIED AND EXPERIENCED TRAINERS. The Finance and Donations Co-ordinator training day starts with registration and refreshments 9am 9.30am, includes lunch and coffee breaks, and ends promptly at 4pm. The trainers are happy to take questions throughout the sessions and during the breaks. You will also receive a training booklet containing details of the areas covered in the course. Being a cloud based application the MyGiving.Online training is run in a lecture style for three hours, including a break. Notes can be taken throughout the lecture and the trainers are happy to take questions throughout the session. The course starts at 9:30am and finishes at 12:30pm Finance Co-ordinator Getting Started - for those who are new to church/charity accounts and/or computerised accounting software. Fund accounting is explained simply and questions are encouraged. You will be guided through creating a sample set of accounts in Finance Co-ordinator, entering starting balances, recording transactions and producing reports. We will show you how to use the assistants which make entering information easier. There are sample exercises for you to try and we talk through them afterwards. Finance Co-ordinator Running Accounts - a faster paced course, which assumes you have a basic understanding of fund accounting and computing. The items covered include entering memorised and regular transactions, multiple income and expenditure transactions, standing orders and post box/agency accounts. Also included are Bank reconciliation, cost centres, year-end procedures, producing the SOFA, charts and graphs, report analysis and other standard reports. Donations Co-ordinator - a comprehensive course for those who manage the giving in their organisation, for both tax-claimable, non-tax claimable and GASDS donations. Included is the use of Donations Co-ordinator s analysis tools to help you identify giving growth points. The items covered include setting up Donations Co-ordinator, adding purposes and methods, creating records and recording donations, setting up regular gifts and standing orders, producing donation reports, making online claims, recording and processing GASDS donations, audit trails for HMRC inspection, importing and exporting records and backing up and restoring data. MyGiving.Online - a comprehensive course for those who wish to take advantage of the additional donation opportunities and facilities available from MyGiving.Online. The items covered include setting up MyGiving.Online, adding purposes, methods, donors and adding users with relevant permissions. We will also be linking credit/debit cards and Direct Debit donations to your MyGiving account and creating a Donate Now button and adding it to a website. Importing from bank statements, setting up regular gifts and standing orders, producing donation reports, making online claims, recording and processing GASDS donations, audit trails for HMRC inspection, importing and exporting records. TRAINING DATES HEATHROW NOVEMBER Monday 0 th Finance Co-ordinator Start-up Tuesday 07 th Finance Co-ordinator Running Wednesday 08 th Donations Co-ordinator Thursday AM 09 th MyGiving.Online For HEATHROW courses the cost is 1 Inc. VAT per person per day. MyGiving training in Heathrow is 7 inc vat per person per session WOLVERHAMPTON NOVEMBER Tuesday 28 th Finance Co-ordinator Running Wednesday 29 th Donations Co-ordinator For WOLVERHAMPTON courses the cost is 13 Inc. VAT per person per day. Please note that payment by credit card or cheque with order is required. data developments SOFTWARE FOR CHURCHES AND CHARITIES Creative Industries Centre, Wolverhampton Science Park, Glaisher Drive, Wolverhampton WV10 9TG Tel sales: 01902 714030 Tel support: 01902 714030 Email: sales@datadevelopments.co.uk www.datadevelopments.co.uk