If you created a new Gift Group, you must save the Gift Group before you can enter gifts. If you saved the Gift Group, this option opens the Gift Data Entry window.

The Gift Data Entry window opens if you choose this right-click option or if you double-click on the row. This option allows you to edit a previously-entered gift.

This option is not available if the gift has been booked to Business Office. If the option is valid, the Changed Transaction Audit prompt window opens.

This option is only available if the gift has been booked to Business Office. If the gift has not been booked, you should delete the gift. If the option is valid, the Changed Transaction Audit prompt window opens.

The Work with Relationships window opens if you choose this right-click option. This option allows you to view information about the donor who gave the selected 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 is displayed: "You must have a Constituency Code. Edit Transaction and choose a relationship."

1.      Open the Maintain Gifts window.

a.    Select from the Gift Group drop-down list the Gift Group Number into which you want to enter the gifts, and choose Enter Gift(s) from the right-click or Options menu.

OR

b.    Click the Create Gift Group button if you want to enter gifts into a new Gift Group.

2.    The Gift Data Entry window opens.

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

4.    Enter or select from drop-down lists the necessary additional information.

5.    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.

6.    Choose Generate Transaction from the right-click or Options menu. One or more transactions appear in the bottom pane of the window.

7.    You can select a transaction and copy, edit, delete, or void it by selecting the appropriate menu option from the right-click or Options menu.

8.    When information for the gift appears correct, Save or choose Accept Gift from the right-click or Options menu.

9.    At acceptance, the FASB Information window may appear, depending on configuration on the Development Configuration window. Type in the required data and click OK to accept the information and return to the Gift Data Entry window.

10.  You can continue entering additional gifts.

 

If the gift has not been booked, you must delete rather than void it.

This process voids a gift and all transactions connected to it in both Development/Alumni and the Business Office modules. You can void a gift only if the gift has already been booked to the Business Office.

If the Recycle Voids checkbox is selected on the Development Configuration window, see the Recycle Voids online Help topic for important information.

1.         Open the Maintain Gifts window.

2.         Select from the Gift Group drop-down list the gift group number in which the gift exists that you want to void.

3.         Select the gift to void.

4.         Choose Void Gift from the right-click or Options menu.

5.         The Changed Transaction Audit window opens for the gift you selected. Enter required information.

NOTE: If you choose Reversal for the Reason Code, a new gift group will be created with the unbooked gift. You can then change it or delete it as necessary. If changed, you must book again. Any gifts voided in the Maintain Gifts window without leaving the window will be added to the same gift group.

6.    Click OK.

7.         The gift and all of its transactions are voided from the Gift Group.

 

If the gift has been booked, void the transaction rather than delete it. This process deletes a gift transaction, not the entire gift to which it is connected. You can delete a gift only if the gift has NOT been booked to Business Office.

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.         Select the gift containing the transaction you want to delete.

4.         Double-click on the gift, or choose Edit Gift from the right-click or Options menu.

5.         The Gift Data Entry window opens.

6.         In the bottom pane of the window, locate the transaction(s) you want to delete.

7.         Select one or more transactions, and choose Delete Tran from the right-click or Options menu.

8.         The Changed Transaction Audit window opens for the each transaction you selected. Enter required information.

9.         Click OK.

10.      The transaction is deleted.

 

If the gift has not been booked, delete the transaction rather than void it.

This process voids a gift transaction (not the entire gift to which it is connected) in both Development/Alumni system and Business Office modules. You can void a transaction only if the gift has been booked to the Business Office.

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.         Select the gift containing the transaction you want to void.

4.         Double-click on the gift, or choose Edit Gift from the right-click or Options menu.

5.         The Gift Data Entry window opens.

6.         In the bottom pane of the window, locate the transaction(s) you want to void.

7.    Select one or more transactions, and choose Void Tran from the right-click or Options menu.

8.         The Changed Transaction Audit window opens for the each transaction you selected. Enter required information.

9.         Click OK.

10.      The transaction is voided.

 

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 Constituency Code. Edit Transaction and choose a relationship."

1.      Open the Maintain Gifts window.

a.    Select from the Gift Group drop-down list the Gift Group Number into which you want to enter the gifts, and choose Enter Gift(s) from the right-click or Options menu.

OR

b.    Click the Create Gift Group button if you want to enter gifts into a new Gift Group.

2.    The Gift Data Entry window opens.

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

4.    Enter or select from drop-down lists the necessary additional information.

a.         Be sure that the Gift Class is NC (Non-Cash).

5.    Choose Non-Cash Info from the right-click or Options menu.

6.    Enter information in the Non-Cash Gift Details window and click OK.

7.    The Gift Data Entry window re-appears.

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.    Choose Generate Transaction from the right-click or Options menu. One or more transactions appear in the bottom pane of the window.

10.  You can select a transaction and copy, edit, delete, or void it by selecting the appropriate menu option from the right-click or Options menu.

11.  When information for the gift appears correct, Save or choose Accept Gift from the right-click or Options menu.

12.  At acceptance, the FASB Information window may appear, depending on configuration on the Development Configuration window. Type in the required data and click OK to accept the information and return to the Gift Data Entry window.

13.  You can continue entering additional gifts.

 

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 Constituency 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.

 

If the gift has been booked, void the gift rather than delete it.

This process deletes a gift and all transactions connected to it. You can delete a gift only if the gift has not been booked to the Business Office.

If the Recycle Voids checkbox is selected on the Development Configuration window, see the Recycle Voids online Help topic for important information.

1.         Open the Maintain Gifts window.

2.         Select from the Gift Group drop-down list the gift group number in which the gift exists that you want to delete.

3.         Select the gift to delete.

4.         Choose Delete Gift from the right-click or Options menu.

5.         The Changed Transaction Audit window opens for the gift you selected. Enter required information

6.    Click OK.

7.         The gift and all of its transactions are deleted from the Gift Group.

 

1.    From the Maintain Gifts window, select the appropriate row, right-click, and select Enter Gift(s) or Edit Gift.

2.    The Gift Data Entry window opens.

3.    Enter or edit gift information. In the Proposal column, select the appropriate proposal to which this gift should be attached. (If this ID Number does not have defined proposals, this drop-down will be empty.)

4.    Save.

5.    The proposal information will be saved, and the updated information will display in the Major Potential Donor tab of the Biographical Data window.