This option calls the Maintain Gifts window, which allows you to perform further options on the gift group and gifts within it.

This option prints a list of each gift in the group and performs error checking. It also issues warnings and errors on the report for you to consider. This step must be performed before the gift group may be booked.

This option is used to create transactions in the Business Office General Ledger using the gift transactions (not pledges) in the gift group. The group you are booking must have already been edited and not previously booked.

If Enable Multiple Currency Features? checkbox is selected on the Master Config tab on the Development Configuration window and if the value in the Currency column on the  Maintain Gifts window is not the base currency, then the transaction amount is converted to the base currency using the rate in the Exchange Rate column on the  Maintain Gifts window.

This option merges a letter for each gift in the group(s) that contains a value in the Letter Code column.

This option prints a receipt for each gift in the group.

This option prints a list of each gift in the group(s) selected and performs error checking. It also issues warnings and errors on the report for you to consider and act on.

This option allows you to copy the gifts in an existing group to a new group number. Once the new group is created, you may right-click on the gift group and select one of the following options: View Gifts, Edit Gift Group (prints a report), Book Gift Group, Print Letters, Print Receipts, or Print Edit of Receipts (prints a report).

This report allows you to preview the Transmittal Report by Account Number for the gift group number selected. It is sorted by account number and is not customizable.

This report allows you to preview the Transmittal Report by Donor Name for the gift group number selected. It is sorted by Donor ID for each transaction in the selected gift group and is not customizable.

If the gift has not been booked, 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 Process Gift Group window.

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

3.         Locate and select the appropriate Gift Group.

4.         Choose View Gifts from the right-click or Options menu.

5.    The Maintain Gifts window opens and displays all gifts that are already within the group.

6.    Locate the gift you want to void.

7.         Select the gift and choose Void Gift 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 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 Process Gift Group window.

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

3.         Select the Gift Group (right-click to choose the View Gifts option) in which the appropriate gift exists.

4.    Select a gift group (right-click to view gifts).

5.    The Maintain Gifts window opens displaying all gifts that are already within the group.

6.    Locate the gift containing the transaction you want to delete.

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

8.    The Gift Data Entry window opens.

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

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

11.  The Changed Transaction Audit window opens for each transaction you selected.

12.  Click OK.

13.  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 Process Gift Group window.

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

3.         Select the Gift Group in which the appropriate gift exists and choose View Gifts from the right-click or Options menu.

4.    The Maintain Gifts window opens displaying all gifts that are already within the group.

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

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

7.         The Gift Data Entry window opens.

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

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

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

11.      Click OK.

12.      The transaction is voided.

 

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 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.

 

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 Process Gift Group window.

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

3.         Locate and select the appropriate Gift Group.

4.         Choose View Gifts from the right-click or Options menu.

5.    The Maintain Gifts window opens and displays all gifts that are already within the group.

6.    Locate the gift you want to delete

7.         Select the gift and choose Delete Gift 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 gift and all of its transactions are deleted from the Gift Group.

 

1.    Open the Process Gift Group window.

2.    Locate and select one group to copy.

3.    Choose Copy Gift Group from the right-click or Options menu.

4.    Throughout the Copy process, messages may display indicating that a gift cannot be copied and asking if you want to ignore the gift and continue copying the remaining gifts.

a.    If No is selected, the process aborts.

b.    If Yes is selected, the copy process continues.

5.    If the Copy process completes successfully, the message "Copy Gift Groups process completed successfully" is displayed at the bottom left of the window. Once the new gift group is created, you may view, edit check, book, or copy the group. Also, you can print letters, print receipts, or print edit of receipts.

6.    Click Refresh List.

7.    View the new gift group by selecting the group and choose View Gifts from the right-click or Options menu.

8.    The Maintain Gifts window opens displaying the new gift group number, the group control amount, and each gift and related information.

9.    You can also change an existing gift.

 

1.    Open the Process Gift Groups window.

2.    Enter selection criteria, and click the Refresh List button to retrieve gift groups that meet the criteria.

3.    Select a gift group, and choose Edit Gift Group from the right-click or Options menu.

4.    Warnings will be given if there are outstanding pledges, if matching gifts exist, and/or if Gift Category account numbers are invalid (if the Business Office interface is turned on).

 

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

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 Process Gift Groups window.

3.    Locate and select the group for which you want to print thank you letters.

4.         Locate and select the group for which you want to print thank you letters.

5.         Choose Print Letters from the right-click or Options menu.

6.         Thank you letters for the selected group will print.

7.         The next time you view the Process Gift Groups window, the Letters checkbox is selected.

 

1.         Open the Process Gifts Group window.

2.         Enter selection criteria, and click the Refresh List button.

3.         Locate and select the row(s) for which you want to print Edit of Receipts report.

4.         Choose Print Edit of Receipts from the right-click or Options menu.

5.         The Edit of Receipts window opens listing each gift in the group(s) selected and any warnings and/or errors detected during the process.

 

If the gift has an address code selected for the donor In the Address column on the Header of the Gift Data Entry window, that address is displayed on the receipt. If the gift has a null address code for the donor in the Address column on the Header of the Gift Data Entry window, the donor's current address (NameMaster.CURRENT.ADDRESS) is displayed on the receipt. If the gift has a null address code for the donor in the Address column on the Header of the Gift Data Entry window and the donor has no specified current address (NameMaster.CURRENT.ADDRESS), no address is displayed on the receipt.

1.    Open the Process Gift Groups window.

2.         Locate and select one group for which you want to print receipts.

3.    Choose Print Receipts from the right-click or Options menu.

4.    You must edit the gift group and repeat the above steps 1-4 if the following error message displays: "Gift Group #XX has not been edited. You must edit the gift group before printing the receipts."

5.         The Generate Receipts window opens. You can edit the Starting Receipt # and the Additional Receipt Text columns in this window.

6.    Click Print.

7.    The next time you view the Process Gift Groups window, the Receipts checkbox will be selected.

 

You can print transmittal reports sorted by Account or by Donor.

1.    Open the Process Gift Groups window.

2.    Select one gift group to include in the report.

3.    Choose Transmittal by Account from the right-click or Options menu.

4.    The Transmittal by Account report (sorted by account number) displays in preview mode.

5.    Print.

OR

1.    Open the Process Gift Groups window.

2.    Select one gift group to include in the report.

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

4.    The Transmittal by Donor report (sorted by Donor ID of each transaction in the selected gift group) displays in preview mode.

5.    Print.

 

Pledges are booked from the Book/Reverse Pledge window. Noncash (NC) gifts with 0 amounts will not appear in the resulting BU transaction group.

1.    Prior to booking a gift group, you must:

a.    Edit the gift group.

b.    Correct any data that caused errors if you received any error messages on the Edit report. After you correct the errors, re-run the edit report.

c.     Run an edit report without error messages.

2.         Open the Process Gift Groups window.

3.    Locate and select one group to book.

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

5.         The selected group is booked. The next time you view the Process Gift Groups window, the Book checkbox will be selected.

6.    Repeat steps 3-4 to book additional gift groups.

7.         You may want to inform your Business Office staff that there is a group of gift transactions that can be processed. These have a source code of GF.