Entering Gifts and Pledge Payments

Clear this check box if you do not want to send the gift to the General Ledger. This check box is selected by default. This option is commonly used to record memo credits.

Click to access the Update Record page to either update an existing donor's record or add a new donor to the system.

Since the ID Type field on the Gift Entry page populates by default to Person, the page used to add or update a person's record appears by default. To access the page used to add or update an organization's record, select Org from the ID Type field, enter the organization's ID, then click the Update Record button.

If you have not entered a donor's ID, you will be prompted to enter one. You can either enter the donor's ID here or leave the prompt set to NEW. If you leave the prompt set to New, the system assumes you are adding a new donor and the pages for adding or updating a new donor appear.

Click to view the donor's history of commitments on the Transaction Register page.

After entering an ID, the Transaction Register page appears and displays information pertaining to the donor you selected.

Determine whether the donor is a person or an organization.

Enter the ID number of the donor making the gift or pledge payment. When you enter an ID, the system automatically displays the name and constituent type. It also populates Recognition defaults for the user, including adding a row for any spouse on file.

Click to access the Search/Match page where you can search for a donor.

See Using Search/Match.

Click to paste a carried ID found using Search/Match functionality.

Enter the total amount of the donation. When you enter a gift amount, the system also populates the Amount and Charitable Amount fields in the Designations area, and also the Recognition and Amount fields in the Recognition area.

If you are entering this session using a currency other than the business unit's base currency, click to access the Display In Other Currency Page where you can view the amount in another currency and obtain exchange rate information.

Enter the monetary form in which the gift is received. Examples are Cash, CC (credit card), CHK (check), and so on.

The values that appear in the prompt box depend upon the values you set up for on the Tender Types page for the setID associated with the business unit for this session.

Tender populates by default to the tender you selected on the Session Defaults page for this session. If you do not select a default tender for the session, this field populates by default to the tender you selected on the CR Business Unit page as a default tender for the session business unit.

If you enter a tender type that has the Allow Zero Amount Special Field selected during setup, you can enter a Gift Amount of zero. Otherwise, the gift amount must be greater than zero.

Depending on the tender type you select, click this button to enter its appropriate details on the Tender Type Detail page:

For Check, enter the Check Number on the page that appears.

For Credit Card, enter the constituent's credit card information on the page that appears.

If the credit card gift was mass loaded, the system populates address information, based on the Address Type field selected on the Mass Load Gift/Pledge page. Mass loaded credit card transactions are treated as though the user had entered the credit card gift online.

For GIK, enter the constituent's gift-in-kind details on the page that appears.

For Security, enter the description and details of the constituent's securities on the page that appears.

See Entering Tender Type Details.

Select the appropriate gift type from the valid gift types at your institution. Delivered gift types are Gift, PP (pledge payment), GIK (gift-in-kind), and MG (matching gift). Your institution can define additional gift types.

If you select PP, the Pledge field becomes active, so you can enter the number of the pledge associated with this payment.

Matching Gift is only a valid gift type when the donor is an organization.

If this transaction is a pledge payment, select the associated pledge from the prompt box.

Enter the date on which the donation is given. This field populates by default to today's date.

If you are entering this session using a currency other than the business unit's base currency, the gift amount for the transaction appears in base currency in this field.

If the donor is a person:

Click to identify the organizations that might match this gift. You are prompted to run the matching gifts process. If you proceed, the system populates the Matching Gifts Page with its best guess at possible matches. If you do not run the automatic process, a blank Matching Gifts Page appears so you can manually enter an expected matching gift.

If the donor is an organization:

The Matching Gifts button does not appear unless the Gift Type is MG. Click to access the External Org Matching Gifts page where you can enter existing gifts to be matched. You can also instantly create a relationship with the organization and then create a matching gift for the person.

See Viewing Matching Gifts for Organizations.

If there are open pledges for the donor, this link is active. Click to view a list of the donor's outstanding pledges on the Open Pledge Register page.

If there are open pledges for the donor, this link is active. Click to make modifications to the pledge payment schedule on the Pledge Schedule page.

Enter the business unit that owns the designation, to which the gift or pledge payment is being allocated. The prompt box contains a list of all the valid business units at your institution, and populates by default to the value you selected from the Business Unit field on the Session Defaults page. When you make a selection, the values in the Designation and Appeal Code prompt boxes change to display the values you defined for the setID associated with this business unit. This is a required field.

If you have already selected a designation and appeal, then change the business unit, your selections are backed out.

Enter the designation to assign. Designations are funds at your institution to which donations and pledges can be allocated.

The values that appear in the prompt box include the designations you defined for the setID associated with the business unit you select on this page. The default value is the default designation you selected on the Session Defaults page.

Enter a campaign, which is an organized institutional effort targeted to a specific constituency that occurs over a specified period of time with specific purposes and goals. The default value is the default initiative code you selected on the Session Defaults page.

Enter an appeal code, which is the specific act or item that leads a donor to give, such as a visit, an annual phonathon, a letter, and so on.

The values that appear in the prompt box include the appeals you defined for the setID associated with the business unit you select on this page. The default value is the default appeal you selected on the Session Defaults page.

Enter an amount of the donation to allocate to this designation.

If you are entering gift transactions in a currency other than the business unit's base currency, the currency you selected is depicted on this page. However, for ease of reporting, designation information is stored by the system in base currency.

Enter the portion of the designated amount that is tax deductible.

Enter an amount of the donation that gives this donor recognition.

If you are entering gift transactions in a currency other than the business unit's base currency, the currency you selected is depicted on this page. However, for ease of reporting, recognition information is stored by the system in base currency.

Select In Memory or In Honor to indicate whether the tribute is in memory of a deceased individual or in honor of an individual.

Identify the person receiving tribute or memorial recognition. It is not necessary to have an ID in the system to enter tribute and memorial information. If an ID does not exist, enter the person's name.

Click to access the Tribute page, where you can attach staff IDs to the tribute.

See Entering Tribute Details.

Select the check box for the gift that is being matched by the organization's matching gift payment.

Enter the amount the organization is actually matching toward each donor's gift. This field populates by default to the expected match amount but can be overridden.

Enter the match date. This field populates by default to today's date but can be overridden.

You can search for and select any ID that has an existing relationship with the organization.

Click to access the Bio/Demo data component to update a person's name, address, biographic, and ethnicity information.

Click to access the Names page where you can update information about the various names for a constituent.

Click to access the Preferred Class Year and Internal Legacy Degree pages. You can update information about a constituent's preferred class year and any internal degrees.

Click to access the Work Experience page where you can update information about a constituent's employment history.

Click to access the Relationships component where you can update information about a constituent's relationships with other people in the system.

Click to access the Person/Org Relationships page where you can update information about a constituent's relationships with organizations in the system.

Click to access the Constituent Type page where you can update information about the constituent types assigned a constituent. Constituent types are the relationships the constituent has with your institution.

Click to access the Involvement page where you can update information about the constituent's interests, activities, affiliations, and awards and honors.

Click to access the Bio/Demo data component in add mode. You can add a new person's record to the system. Leave the ID field set to NEW to assign the next available sequential ID number to the person.

Click to access the component used to add an organization in add mode. You can add a new organization's record to the system. Leave the ID field set to NEW to assign the next available sequential ID number to the organization.

Click to access the component where you can update an organization's description, organization type, and primary location information.

Click to access the component where you can update information about an organization's other locations, phone numbers, and email addresses.

Click to access the component where you can update an organization's departments, department locations, and department email addresses.

Click to access the component where you can update information about an organization contact, the contact's location, and the contact's email addresses.

Click to access the Org/Person Relationships page where you can update information about a constituent's relationships with people in the system.

Click to access the Relationships page where you can update information about a constituent's relationships with other organizations in the system.

Click to access the Organization Financial Info page where you can update information about the constituent type assigned to the organization. A constituent type is the relationship the constituent has with your institution. You can also update other information pertaining to the organization's financial status on this page.

Click to access the Involvement page where you can update information about the constituent's interests, activities, affiliations, and awards and honors.

Click to access the Bio/Demo data component in add mode. You can add a new person's record to the system. Leave the ID field set to NEW to assign the next available sequential ID number to the person.

Click to access the component used to add an organization in add mode. You can add a new organization's record to the system. Leave the ID field set to NEW to assign the next available sequential ID number to the organization.