1.    Open the Gift Data Entry window.

2.    Select the appropriate gift transaction in the bottom pane.

3.    Choose Edit Gift Tran from the right-click or Options menu.

4.    The transaction displays on the Gift Transaction Details window.

5.    Edit the appropriate columns on each of the three tabs.  

6.    Click OK.

 

If you edit a noncash (NC) gift with 0 amount, you must generate transactions before accepting the gift. Failure to do so will result in the following error message: "The total amount for the transactions does not match the amount entered for the gift. Correct this." To correct, generate transactions and accept the gift. When you accept a gift, the soft credit ID Number should have a default constituency code. If, for some reason, there is no default constituency code, the following message will display: "You must have a Const. Code. Edit Transaction and choose a relationship."

1.      Open the Maintain Gifts window.

2.    Select from the Gift Group drop-down list the Gift Group Number in which the gift exists.

3.    Double-click on the selected row or choose Edit Gift(s) from the right-click or Options menu.

4.    The Gift Data Entry window opens.

5.    Enter or search for the Donor's ID Number in the Donor ID column. No entry is permitted until the Donor ID is entered.

6.    Enter or edit information for the gift.

7.    Save or choose Accept Gift from the right-click or Options menu when information for the gift appears correct.

a.    If you changed information in the Donor ID, Category, Relation, Gift Date, or Sub Class columns, only the first transaction will be updated to reflect the changes made to these columns. Also, an audit record is created in the Gift Audit Transactions table.

b.    If you changed information in the Memorial/Honor, Scholarship, Campaign, Solicitation, Giving Club, Solicitor, Gift Set, or Anonymous? columns, all existing transactions will be updated to reflect the changes made to these columns. Changes to these columns are not updated to the Gift Audit Transactions table.

8.    If you want to add soft credit or enter a pledge, planned, or matching gift, double-click on the Adv. Options Available text to the right of the Gift Set column or choose Advanced Options from the right-click or Options menu to open the Advanced Gift Entry Options window. When you are finished with this window, close it to return to the Gift Data Entry window.

9.    If you changed information in the top pane of the window, the FASB Information window or the Changed Transaction Audit window may prompt you for the reason you changed the gift. If either of these windows open, enter the required information and click OK. This information is saved to the Gift Audit Transactions table.

OR

1.    Open the Process Gift Group window.

2.    Select a date range and year type (Fiscal or Calendar) and click Refresh List.

3.    Select the appropriate gift group, and choose View Gifts from the right-click or Options menu.

4.    The Maintain Gifts window opens.

5.    Double-click on the gift you want to change or choose Edit Gift(s) from the right-click or Options menu.

6.    The Gift Data Entry window opens.

7.    Enter or search for the Donor's ID Number in the Donor ID column. No entry is permitted until the Donor ID is entered.

8.    Enter or edit information for the gift.

9.    Save or choose Accept Gift from the right-click or Options menu when information for the gift appears correct.

a.    If you changed information in the Donor ID, Category, Relation, Gift Date, or Sub Class columns, only the first transaction will be updated to reflect the changes made to these columns. Also, an audit record is created in the Gift Audit Transactions table.

b.    If you changed information in the Memorial/Honor, Scholarship, Campaign, Solicitation, Giving Club, Solicitor, Gift Set, or Anonymous? columns, all existing transactions will be updated to reflect the changes made to these columns. Changes to these columns are not updated to the Gift Audit Transactions table.

10.  If you want to add soft credit or enter a pledge, planned, or matching gift, double-click on the Adv. Options Available text to the right of the Gift Set column or choose Advanced Options from the right-click or Options menu to open the Advanced Gift Entry Options window. When you are finished with this window, close it to return to the Gift Data Entry window.

11.  If you changed information in the top pane of the window, the FASB Information window or the Changed Transaction Audit window may prompt you for the reason you changed the gift. If either of these windows open, enter the required information and click OK. This information is saved to the Gift Audit Transactions table.

 

When you accept a gift, the soft credit ID Number should have a default constituency code. If, for some reason, there is no default constituency code, the following message is displayed: "You must have a Const. Code. Edit Transaction and choose a relationship."

1.         Open the Gift Data Entry window.

2.         Enter all gift information including the total gift amount and the gift category.

3.    Choose Generate Transaction from the right-click or Options menu. One or more transactions are generated and displayed in the bottom pane of the window.

4.    Highlight a gift transaction, and choose Copy Tran from the right-click or Options menu.

5.    The transaction is copied, and the Gift Transaction Details window opens and displays the original transaction information.

6.    Change the copied transaction amount to that transaction's portion of the total gift amount.

7.    If necessary, change other details on all tabs.

8.    Click OK.

9.         To save the transaction, close the Gift Transaction Details window.

10.  On the Gift Data Entry window, select the transaction that you originally copied and edit it by double-clicking on it or selecting Edit Tran Details from the right-click or Options menu. The transaction displays on the Gift Transaction Details window.

11.  Change the original transaction amount to that transaction's portion of the total gift amount.

12.  Click OK to save the transaction.

13.  Right-click, and choose Accept Gift.

 

1.    Prior to printing thank you letters:

a.    You must have letter codes defined on the Merge Documents window and Merge Document Definition window. This includes defining the location and name of the merge document and the location and name of the data source (text file with headers) .txt file.

b.    You must have the merge document letters defined in your word processor application and named the same as you specified in the Merge Document Definition window.

c.     The Merge Document must be in the location you specified in the Merge Document Definition window.

d.    The machine on which the Merge Document and Merge Data File reside must be available (turned on).

e.    The letter(s) must be available (not currently locked or open in your word processor application), and you must have the proper security access to it/them.

f.     Any gift for which you wish to print a letter must have the Letter Code specified in the Letter to Send column on the Gift Data Entry window.

g.    If the Immediate Letter checkbox is selected, the letter will not print for that gift in a batch run of the thank you letters.

2.    Open the Gift Data Entry window, and enter gift information.

3.    In the Letter to Send column, enter or choose the letter code of the letter you want to print for the gift.

4.    Select the Immediate Letter checkbox.

5.    (Optional) Select the salutation code identifying the donor's salutation you want to use for the letter.

6.    (Optional) If you want to edit the letter, choose Edit Letter from the right-click or Options menu. The letter (specified in the Letter to Send column) is displayed on your machine using your word processing application.

7.    You can edit and print the letter, or you can save the letter.

8.    Generate transactions.

9.    If the Immediate Letter checkbox is selected when you accept the gift, you will either print, view, or merge the letter according to your configuration of this particular letter code.

 

1.         Open the Gift Data Entry window.

2.         Enter the appropriate ID Number.

3.         Choose Donor Info from the right-click or Options menu.

4.         The Development/Donor Information window opens.

5.         Click the Receipt Instructions button.

6.         The Maintain Donor Receipt Instructions window displays instructions (if any) to be followed when entering gifts or pledges for this donor.

7.         To add instructions for the donor, choose Add Row or Insert Row from the right-click or Options menu.

8.         Type the instructions.

9.         Save.

10.      Repeat for additional lines.

 

1.         Open the Gift Data Entry window.

2.         Choose Donor Info from the right-click or Options menu.

3.    The Development/Donor Information window opens.

4.         Click the Notepad button.

5.         The Notepad window displays any Notepad information previously entered.

6.         Enter notes and/or assign or edit actions, action lists, and events.

7.         Save.

 

Two rows will be created: one row for the specified donor and one row for the related ID Number with a corresponding relationship.

1.         Open the Gift Data Entry window.

2.         Enter ID Number.

3.         Choose Donor Info from the right-click or Options menu.

4.         The Development/Donor Information window opens.

5.         Click the Relationships button.

6.         The Relationships window displays the list of relationships (if any) the donor currently has with other persons or organizations.

7.         To add a new relationship, choose Add Row from the right-click or Options menu.

8.         Type in or select from the drop-down list the code identifying the relationship the donor has with the related party. Enter additional information.

9.         Save.

 

If you are entering a new name, right-click in the ID # column on the Work With Relationships window and choose New Name, which opens the Name Entity window.

1.    Open the Gift Data Entry window.

2.    Choose Donor Info from the right-click or Options menu.

3.    Click the Biograph Information button on the Development/Donor Information window.

4.    The Biographical Data window opens with the Name tab active.

Depending on the type of person or organization you are entering, certain tabs are not available on this window.

5.    If information is displayed in the Name tab, the following tabs are available: Dev Bio 1, Dev Bio 2, Address, and Biographical.

6.    Enter information in the Dev Bio 1 tab and Save. The following tabs are available: Donor Info, Alumni, and Major Potential Donor.

7.    Enter information in the Donor Info tab and Save. The Corporate Info tab is available.

8.    Enter information in other tabs. Save information entered in each tab before moving to another.

 

1.         Open the Gift Data Entry window.

2.         Choose Donor Info from the right-click or Options menu.

3.         Click the Salutations button on the Development/Donor Information window.

4.         The Maintain Donor Salutations window opens displaying salutations already defined for the donor (if any).

5.         To add a salutation for the donor, choose Add Row or Insert Row from the right-click or Options menu.

6.         Enter or select from the drop-down list the code identifying the salutation. Then enter the actual text that will be used in the salutation.

7.         Save.

8.         Repeat for additional salutations.

 

1.    Open the Gift Data Entry window.

2.         Choose Donor Info from the right-click or Options menu.

3.         Click the Giving Clubs button on the Development/Donor Information window.

4.         The Maintain Donor Giving Clubs window opens and lists the clubs to which the donor belongs (if any).

5.         You may not add a giving club to a donor using the Maintain Donor Giving Clubs window; however, you can overwrite information about the club for the donor. This information is maintained by their giving and the giving clubs defined at your organization.

6.         If you changed information on the window, Save.

 

1.         Open the Gift Data Entry window.

2.         Choose Donor Info from the right-click or Options menu.

3.         Click the Biograph Information button on the Development/Donor Information window.

4.         The Biographical Data window opens with the Name tab active.

Depending on the type of person or organization you are entering, certain tabs are not available on this window.

5.         If information is displayed in the Name tab, the following tabs are available: Dev Bio 1, Dev Bio 2, Address, and Biographical.

6.         Enter information in the Dev Bio 1 tab and Save. The following tabs are available: Donor Info, Alumni, and Major Potential Donor.

7.         Enter information in the Donor Info tab and Save. The Corporate Info tab will be available.

8.         Enter information in other tabs.

9.         Save information entered in each tab before moving to another.

 

1.         Open the Gift Data Entry window.

2.         Choose Donor Info from the right-click or Options menu.

3.         Click the Const. Codes button on the Development/Donor Information window.

4.         The Maintain Donor Const. Codes window opens displaying the list of constituency codes attached to the donor.

5.         To add a constituency code, choose Add Row or Insert Row from the right-click or Options menu.

6.         Select the code identifying the relationship the donor has with your organization. Indicate the begin and end dates.

7.         After all constituency codes are entered for the donor, mark one of the rows as the default.

8.         Save.

 

1.         Open the Gift Data Entry window.

2.         Choose Donor Info from the right-click or Options menu.

3.         Click the Attributes button on the Development/Donor Information window.

4.         The Attributes window opens displaying the list of attributes currently attached to the donor.

5.         To add a new attribute, choose Add Row or Insert Row from the right-click or Options menu.

6.         Enter or select the code identifying the new attribute, and enter additional information.

7.         Save.

 

1.         Open the Gift Data Entry window.

2.         Choose Donor Info from the right-click or Options menu.

3.         Click the Biograph Information button on the Development/Donor Information window.

4.         The Biographical Data window opens with the Name tab active.

Depending on the type of person or organization you are entering, certain tabs are not available on this window.

5.         If information is displayed in the Name tab, the following tabs are available: Dev Bio 1, Dev Bio 2, Address, and Biographical.

6.         Enter information in the Dev Bio 1 tab and Save. The following tabs are available: Donor Info, Alumni, and Major Potential Donor.

7.         Enter information in the Donor Info tab and Save. The Corporate Info tab is available.

8.    Enter information in other tabs.

9.    Save information entered in each tab before moving to another.

 

1.         Open the Gift Data Entry window.

2.         Choose Donor Info from the right-click or Options menu.

3.         Click the Biograph Information button on the Development/Donor Information window.

4.         The Biographical Data window opens with the Name tab active.

Depending on the type of person or organization you are entering, certain tabs are not available on this window.

5.         If information is displayed in the Name tab, the following tabs are available: Dev Bio 1, Dev Bio 2, Address, and Biographical.

6.         Enter information in the Dev Bio 1 tab and Save. The following tabs are available: Donor Info, Alumni, and Major Potential Donor.

7.         Enter information in the Donor Info tab and Save. The Corporate Info tab is available.

8.         Enter information in other tabs. Save information entered in each tab before moving to another.

 

These two methods assume the donor has related persons or organizations via a relationship code.

1.         Open the Gift Data Entry window.

2.         Enter all gift information.

3.    Choose Generate Transactions from the right-click or Options menu.

4.    Open the Advanced Gift Entry Options window by choosing Advanced Options from the right-click or Options menu or by clicking Adv. Options Available.

5.    Click the Soft Credit Available button.

6.         The Select Relationship(s) for Soft Credit window opens.

7.    Select each party to receive soft credit for the gift you are entering.

8.    Click OK.

9.    Close the window.

10.      The word "Given" appears beside the Soft Credit Available button on the Advanced Gift Entry Options window. Close the window.

11.      Soft credit transactions now display in the bottom pane of the Gift Data Entry window.

OR

1.    Open the Gift Data Entry window.

2.    Select the transaction to which you want to add soft credit.

3.    Choose Add Soft Credit from the right-click or Options menu.

4.         The Select Relationship(s) for Soft Credit window opens, showing you all persons who are related to the donor.

5.    Select each party to receive soft credit for the transaction you chose.

6.    Click OK.

7.    Close the window.

8.         The word "Given" appears beside the Soft Credit Available button on the Advanced Gift Entry Options window. Close the window.

9.         Soft credit transactions now display in the bottom pane of the Gift Data Entry window.

 

See Auto Add Soft Credit for Match.

 

See Auto Spouse Soft Credit.

 

Be sure that the matching company has a constituency code. You may have multiple policies for each company. However, the same policy code cannot be used more than once. Policies start over at the beginning of the calendar year.

1.         Open the Gift Data Entry window.

2.    With the Donor ID populated, choose Donor Info from the right-click or Options menu.

3.         Click the Matching Gift Policy button on the Development/Donor Information window.

4.         The Maintain Matching Gift Policies window opens.

5.    Enter the policy name or choose a previously defined policy from the drop-down list.

6.    Enter the maximum limits in the Max Match Overall and Max Match Donor columns in the header. (This is the total amount for all policies that are defined for this company.)

7.    Type in the sub-policy code, limits (not to exceed the Max Match Donor amount), ratio, dates, etc., for that policy.

8.    Save.

9.    Repeat for additional policies.

 

These instructions are for recording a gift from an employee or other related individual of a matching gift company. You expect the company to match this gift. It is assumed that relationships between donors are defined and that the company has matching policies.

1.    Open the Gift Data Entry window.

2.    Enter gift information.

3.    Choose Advanced Options from the right-click or Options menu or double-click on Adv. Options Available to open the Advanced Gift Entry Options window.

4.    Click the Matching Company(s) Exist button.

5.         The Select Matching Company(s) window opens. This window displays all matching company policies that are active and valid for this gift date.

6.    Select each company/policy that will match the gift you are entering.

7.    Click OK. If there are no valid company policies, the following message is displayed: "A matching gift could not be made. The gift may be too small or may have exceeded the limits set for this matching company."

8.         Close the Advanced Gift Entry Options window.

9.         Matching gift (MG) transactions are created and displayed in the bottom pane of the Gift Data Entry window.

 

These instructions are for recording a gift from a matching gift company that matches a gift from one of their employees or other related individuals. This assumes that the employee gift has been entered in the system. Soft credit MP transactions are generated for the donor(s) whose gift was matched if Auto Add Soft Credit for Match checkbox on the Master Config tab of the Development Configuration window is selected.

1.         Open the Gift Data Entry window.

2.    Enter gift information.

3.    Open the Advanced Gift Entry Options window by choosing Advanced Options from the Options or right-click menu or click Adv. Options Available.

4.    The Advanced Gift Entry Options window opens. Click the Matching Gifts Exist button.

5.    The Select Open Matching Gifts window displays all donors that have given eligible gifts for the company or person to match.

6.    Select each donor's gift this company is matching with this payment.

7.    Click OK to close the Select Open Matching Gifts window.

8.         Close the Advanced Gift Entry Options window.

9.         Matching payment (MP) transactions are created and displayed on the Gift Data Entry window.

 

1.         Open the Gift Data Entry window.

2.         Choose Donor Info from the right-click or Options menu.

3.    Click the Biograph Information button on the Development/Donor Information window.

4.    The Biographical Data window opens with the Name tab active.

Depending on the type of person or organization you are entering, certain tabs are not available on this window.

5.    If information is displayed in the Name tab, the following tabs are available: Dev Bio 1, Dev Bio 2, Address, and Biographical.

6.    Enter information in the Dev Bio 1 tab and Save. The following tabs are available: Donor Info, Alumni, and Major Potential Donor.

7.    Enter information in the Donor Info tab and Save. The Corporate Info tab will be available.

8.    Enter information in other tabs.

9.    Save information entered in each tab before moving to another.

 

When you accept a gift, the soft credit ID Number should have a default constituency code. If, for some reason, there is no default constituency code, the following message will display: "You must have a Const. Code. Edit Transaction and choose a relationship."

1.         Open the Gift Data Entry window.

2.         Enter the ID Number.

3.         Change the Gift Class to DF (Deferred or Planned).

4.         Select Generate Transaction from the right-click or Options menu.

5.         Planned gift transactions are created and appear in the bottom pane of the Gift Data Entry Window.

6.         Choose Accept Gift from the right-click or Options menu.

7.         The FASB Information window may open. If so, enter the required data.

8.         Click OK.

 

1.         Open the Gift Data Entry window.

2.         Enter the ID Number.

3.         Choose Advanced Options from the right-click or Options menu or click Adv. Options Available.

4.         The Advanced Gift Entry Options window opens.

5.         Click the Planned Gifts Exist button.

6.         The Select a Planned Gift window opens displaying all planned gifts that are outstanding for the donor.

7.         Choose the appropriate planned gift.

8.         Click OK.

9.         Close the Advanced Gift Entry Options window.

10.      All information is passed back to the Gift Data Entry window.

11.      The payment transaction(s) (DP) are created and appear in the lower portion of the Gift Data Entry window.

 

1.         Open the Gift Data Entry window.

2.         Enter the ID Number.

3.         Enter the amount you want to pay against the deferred (planned) gift.

4.         Choose Advanced Options from the right-click or Options menu or click Adv. Options Available.

5.         The Advanced Gift Entry Options window opens.

6.         Click the Planned Gifts Exist button.

7.         The Select a Planned Gift window opens displaying all planned gifts that are outstanding for the donor.

8.         Choose the appropriate planned gift.

9.         Click OK.

10.      Close the Advanced Gift Entry Options window.

11.      All information is passed back to the Gift Data Entry window.

12.      The payment transaction(s) (DP) are created and appear in the lower portion of the Gift Data Entry window, and the total amount of the deferred gift is decreased by the amount of the payment.

 

		Never enter new pledges in the same group with cash gifts. Pledges that are entered in groups with cash gifts cannot be revised.
		Pledges were previously called "promises". The term was changed to the industry standard "pledge" in version 5.0.

1.    Open the Gift Data Entry window.

2.    Enter information about the gift, including the gift class (PL) and category.

If the first payment is included with the pledge, enter the amount of the first payment in the Amount column in the header.

3.    Choose Pledge Info from the right-click or Options menu.

4.    The Pledge Entry window opens.

5.    Enter information describing the pledge.

6.    Click OK. Pledge transactions (Class PT) are created for each payment that is expected. Also, pledge payment transactions (Class PP) are created for payment(s) that were included with it. Soft credit is also added for the donor's spouse if your system is configured to add it automatically.

If you enter an ID number in the Related ID To Pay Match column that does not exist in the DONOR_MASTER table and click OK, a message informs you of this fact and asks if you would like to make this person a donor. If you answer No, the process stops and the Pledge Entry window remains open. If you answer Yes, the process continues and the pledge is generated with the appropriate PG transaction.

7.         Transactions display in the bottom pane of the Gift Data Entry window.

 

1.         Open the Gift Data Entry window.

2.         Choose Change Donors Pledges from the right-click or Options menu.

3.         The Select Pledge to Change window opens.

4.         Indicate whether you want to view Paid, Unpaid, or All kinds of pledges by selecting the appropriate radio button at the top of the window.

5.         Locate and select the pledge you want to change.

6.         Click OK.

7.         The Pledge Entry window opens displaying the pledge you selected.

8.         Edit the pledge as necessary.

9.         Click OK.

10.      The pledge is saved, and you are returned to the Gift Data Entry window.

11.      If transactions were recalculated, you can view the new ones created in the bottom pane of the window.

 

If the Gift Class in the Gift Data Entry window is NC (non-cash), the payment transactions generated are NC instead of PP. Any cash over transactions will be NC instead of CS transactions, and any soft credit transactions generated will also be NC.

1.         Open the Gift Data Entry window.

2.         Enter gift information.

3.         Choose Advanced Options from the right-click or Options menu or click Adv. Options Available.

4.         The Advanced Gift Entry Options window opens.

5.         Click the Open Pledge(s) Exist button.

6.         The Select Pledges to Pay window opens.

7.         Locate and select the payment(s) you want to mark as received with this gift.

If you select a pledge transaction with an unspecified amount (gift amount = 0), the Paying An Unspecified Pledge window prompts you to enter the amount to apply to the unspecified pledge.

8.         Click OK.

9.         The Advanced Gift Entry Options window appears. Notice that the word "Selected" is printed beside the Open Pledge(s) Exist button. Close the window.

10.      The pledge payment transactions (PP) are created and appear in the bottom pane of the Gift Data Entry window.

 

If there are no payments (PP) for the pledge to be written off, delete the gift and do not use the Write Off Pledge option. The pledge to write off must have a category and a gift class of PL.

1.         Open the Gift Data Entry window.

2.         Enter Donor ID, Donor, Category, and Gift Class (PL).  Category is a required column on the Gift Data Entry window. However, the category entered does not have to match the category of the pledge you want to change.

3.         Choose Change Donors Pledge from the right-click or Options menu.

4.         The Select Pledge to Change window opens.

5.         Select the Unpaid radio button. This selects pledges that have one or more outstanding unpaid transactions (PT).

6.         Highlight the appropriate unpaid pledge in the bottom pane of the window. The Pledge Amount is stored in the Pledge Master table and is the total amount of the original pledge.

7.         Click OK.

8.         The Pledge Entry window opens with information about the selected row (unpaid pledge).

9.         Select the Write Off Pledge? checkbox.

10.      Click OK.

11.      The Changed Transaction Audit window opens. Enter appropriate information.

12.      Click OK.

13.      This deletes all unpaid pledge transactions (PT) for that pledge.

 

If the Gift Class in the Gift Data Entry window is NC (non-cash), the payment transactions generated are NC instead of PP. Any cash over transactions will be NC instead of CS transactions. Any soft credit transactions generated will also be NC.

If Donor A wants to pay all or part of Donor B's pledge:

1.         Open the Gift Data Entry window, and enter gift information.

2.         Choose Advanced Options from the right-click or Options menu or click Adv. Options Available to open the Advanced Gift Entry Options window.

3.         Click the Pay Another's Pledge button.

4.         The Select Pledges to Pay window opens.

5.         Change the Donor ID to Donor B's ID Number. The Donor ID and Advanced Search option are available so that you can search for a name. Donor B's pledge transactions are displayed.

6.         Locate and select the payment(s) you want to mark as received with this gift.

7.         Click OK.

8.         You are returned to the Advanced Gift Entry Options window. The word "Selected" is displayed beside the Pay Another's Pledge button. Close window.

9.         The pledge payment transactions (PP) are created and are displayed in the bottom pane of the Gift Data Entry window. If you left the Amount blank on the Gift Data Entry window, it is filled in with the total amount of the selected pledge transactions.