Gift entry is the entering and receipting of donors' gifts. When entering gifts, pledges, soft credit gifts, planned gifts, and various data about each, you need to be familiar with several concepts and the windows used.
All gifts and related items are entered into a Gift Group. This batch or group of gifts is identified by a Gift Group Number assigned by the system. Once gifts are entered into a Gift Group, they remain there; therefore, if you need to edit or change a gift before it is booked, you need to select the Gift Group Number into which the gift was originally entered.
Whether you are creating a new gift group or accessing an existing one, you begin the process with the Maintain Gifts window, which displays a list of all gifts in that Gift Group (if it is a new group, you will see no gifts). Gifts are numbered sequentially within a Gift Group starting at Gift Number 1. The gift number simply identifies the gift and is assigned by the system. From this window, you can select a gift to change (edit) by double-clicking on it. Additional functionality [Donor Info, Enter Gift(s), Edit Gift, Delete Gift] is available from the right-click or Options menu. If you change certain information about an existing gift, the Changed Transaction Audit window may open and prompt you for reasons why the change was made, who requested it, who made it, and when it was changed.
When you choose to edit or enter a new gift, the Gift Data Entry window opens where the actual data entry for the gift, pledge, etc., is done.
The following validations occur during the processing of a gift:
· The first transaction must match the GIFT_MASTER information for the DONOR_ID and Category.
· Category value must be defined and listed in the drop-down list box.
· Constituency Code value must be defined and listed in the drop-down list box.
· All required columns in the Header and Body must be populated.
· The value in the Total Amt calculated column (at the bottom of the window) must match the gift's Amount.
· All transactions must have a Const. Code specified.
· If the Gift Class is PL (Pledge), the sum of the transactions (Total Amt) must equal the Total Pledge Amount (PROMISE_MASTER.TOT_PROMISE_AMT) of the gift.
· If there are any PP transactions (including DP, MP, and NC), the PP amounts must match the selected PT (transaction being paid) amounts. Messages that require a response from you may be displayed.
Finally, when a gift is saved to the database, the FASB Information window may appear where you enter data as required by the Financial Accounting Standards Board (FASB) regulations.