Entering Streamlined Gifts and Pledges

Streamlined gift and pledge entry provides gift entry operators with a user friendly and simplified process for entering gift and pledge transactions, which includes the ability to create associated donor rows on the main gift and pledge entry form, thereby eliminating the need to save the primary row and associated donor rows individually. In addition to an avenue that allows operators to quickly and efficiently enter gift and pledge transactions, streamlined gift and pledge entry provides flexibility, easy entry of transactions with multiple donors and/or allocations and new defaults for expediting the entry process. When additional tender details are needed, entry is performed via a pop-up box, eliminating the need to scroll down as in classic gift and pledge entry. The streamlined gift and pledge entry process does not aim to replace the classic gift and pledge entry process.

Each institution can determine whether they wish to use classic gift and pledge entry forms or the streamlined gift and pledge entry form. Each user can determine, at their discretion on a batch-by-batch basis, whether they wish to accept the default setting set by the institution, or toggle to the other method. This design attempts to organize fields into appropriate sections and displays sections in a logical order providing more efficient keyboard navigation. Fields that are required and are often/always used are near the top of the form, while fields that are less often populated and/or usually default are located lower down on the form. As with all other forms and applications in Advance, streamlined gift and pledge entry forms and applications can be modified using the Configuration Utility.

To enter a streamlined gift or pledge:

On the Main Menu, click 'Go To' to display the Go To Application.
Click the Gift Batch List Application (Application ID 3010).
Click 'Go'.
When the Gift Batch List appears, scroll through the list and click the ellipses button to view the details or to create a new batch, click the New button in the Gift Batch List Form Header.
If you are creating a new batch, click Save to save the new batch.
Check the Streamlined Gift check box in the Batch Details section. Whether this box is checked by default is determined by the value in system option 375. You can toggle the check box to fit the particular needs of that batch, if they differ from other batches. Once a transaction is saved in the batch, the check box cannot be changed.
Optionally, load defaults for the batch by selecting the applicable default row from the Load Defaults drop-down. Applying defaults to a batch allows you to enter transactions quicker and more efficiently.
Click Gift and Pledge Entry from the Page Tree.
When the entry form appears enter the details as applicable.
Click Generate to generate the associated donor rows automatically. If you do not click Generate, the rows will be created for you when you save the transaction.
Click Save to save the transaction, or click Save/New to save the current transaction and immediately begin entering another transaction when the save is complete.
If system option 376 is enabled, the Tender Details prompt will appear and allow you to enter the details that apply to the selected Tender Type. Enter the details and click Save on the Tender Details prompt.
After the transaction is saved, use the hyperlinks in the Gift Summary form to view or maintain additional information about the transaction.

Primary Donor Details:

Primary	This is the ID number of the entity to which the transaction will be credited. The ID can be for an individual or organization. Press F2 to initiate a context-sensitive lookup if you do not know the ID number of the entity. After the ID is entered, a hyperlink will display, which allows you to navigate to the entity's profile. Required
Joint	This check box should be checked when the transaction involves two spouses; otherwise it should be left unchecked. If the primary donor has a current spouse, and the split gifts flag is set on their spouse's row, the system will automatically check this box and split the gift, based on values in tms_joint_ratio.
Gift / Pledge	This radio button allows you to indicate whether the transaction is a gift or pledge.
Transaction Type	This is the transaction type for the gift or pledge. If the gift radio button is selected, values in this drop-down are validated against tms_transaction_type. If the pledge radio button is selected, values in this drop-down are validated against tms_pledge_type. Required
Amount	This is the amount of the gift or pledge. Required
Allocation	This is the number or mnemonic that indicates the allocation to which the transaction will be credited. When a value is entered in this field, the Allocation label will become a hyperlink to the allocation overview for the entered Allocation. This field is context sensitive and you may perform an Allocation Lookup by pressing F2 while in this field.
Appeal	This is the appeal that yielded the transactions in this batch. Press F2 while in this field to perform an Appeal Lookup, or type the name of the Appeal. Values entered in this field are validated against the Appeal Header database table. Membership Appeals whose “can be applied to Giving transactions” check box is checked on the Membership Appeal Header form can also be entered here.
Campaign	This is the code for the campaign to which the transaction will be credited. Values in this drop-down are validated against tms_campaign.

Transaction Type Details (Gift and Pledge Payment Transactions):

Tender Type	This is the code for the medium of exchange for the transactions. Sample tender types include Securities, Gift-in-Kin and Life Insurance. Values in this drop-down are validated against tms_payment_type.
Check #	This is the number on the check associated with the transaction.
Tag	The field indicates the identifying tag for the cashier for this gift. Values in this drop-down list are validated against the Cashier Tag database table.
Pledge	If the transaction is a pledge payment, this field identifies the pledge to which the payment applies. This drop-down will display all open pledges associated with the entity specified in the Primary field.
Payment	This check box indicates whether the gift is a payment on an existing pledge.
Claim	This check box indicates whether or not the form received check box should be automatically checked for a claim. This field is used in conjunction with system option 68. If system option 68 is set to Y, then the form received box will be checked and the claim amount will be calculated. If system option 68 is set to N, this check box will not be checked and the amount will not be generated.
Proposal	This is the proposal number if this gift is linked to a prospect proposal or a program proposal. System option 349 allows you to indicate whether you want the Proposal ID to default into the Proposal field when making a payment on a pledge. When this system option is enabled and you make a payment on a pledge that is linked to a proposal, the Proposal ID will automatically appear in the Proposal ID field. By default this system option is disabled, which means Proposal IDs linked to pledges will not automatically default into this field when payments are made against those pledges.

Transaction Type Details (Pledge Transactions):

Frequency	This is the code for the payment cycle for pledge transactions, e.g., Quarterly, Monthly etc. This drop-down list displays values that are validated against tms_payment_frequency. The user may select a value of anything other than Custom. Custom is a system assigned value and will only be assigned when a payment schedule is modified, thus becoming a Custom schedule. Required Depending on the Payment Frequency selected, the label that displays to the right of the Payment Frequency will display either '# Yrs' or '# Mths.' Advance displays each of these labels under the following circumstances: # Yrs will display when you select a Payment Frequency of Annual (A), Quarterly (Q) or Semi-annual (S). # Mths will display when you select a Payment Frequency of Monthly (M). If you select a Payment Frequency of Open (O), the field will not display. Advance may assign the Payment Frequency of Custom (C), thus this field will not appear in this case. The value entered in the #Yrs or #Mths field is not stored in the database, i.e., it is a working value in the Batch Gift Ledger.
Pay Amt	The hard credit amount of this pledge. Required.
Pay Date	The date the initial payment is due on this pledge. If a value is present in the 'Initial Pmt Delay' field of the tms_pledge_type view for the selected pledge, the date will be offset by that value. Required.
Pledge Status	This field indicates the status of the pledge. When adding a new pledge, the value in this field will default to A for Active, and may not be modified. The value in this field may only be modified on a pledge modification. Values in this drop-down list are validated against the tms_pledge_status table.
Discount	The amount of the pledge that has been discounted.
Anticipated Match	The total amount of anticipated matching gifts that will match payments on this pledge. This field is automatically populated based on the setting of System Option 191, "Populate the anticipated match on a pledge." The anticipated match amount for a pledge will be calculated exactly the way the claims are calculated for a gift, which includes populating the anticipated match amount when System Option 20 (Use Matching Policy for Claims) is set to either 'Y' or 'N'. If more than one entity exists on a pledge, the anticipated match values for each entity will be added together.
Address	Preferred address for the reminders; validated against tms_address_type.
Binding	This check box indicates whether this pledge is binding or whether it can be revoked.
Recordable	This check box indicates whether this pledge is recordable.
Proposal	If this pledge is linked to a prospect proposal or a program proposal, the proposal number should be entered here.

Associated Donor Defaults:

Reunion	The code that describes the reunion group to be credited for this gift. Values in this drop-down are validated against tms_reunion_camp. All associated donor rows will be credited with this reunion campaign when the associated donor rows are generated.
Anonymous	This code indicates the level of anonymity requested by the donors being credited for the transaction. It is important to note the code entered here is simply a tag that flags the item with special notation. This code alone will not suppress the donor’s name or amount, as the code description implies. In order to truly enter an “Anonymous” gift, an institution could, for example, create an entity, without any real data, with the name of “Anonymous001” and associate that user with the transaction. This will ensure the real entity name never displays on reports or anything else attached to the gift. Whether a hard-copy record of the true identity of the donor is kept by the institution in a filing cabinet or other, is at the discretion of the institution. Values in this drop-down are validated against tms_anonymous. All associated donor rows will be credited with this anonymity code when the associated donor rows are generated.
Acknowledgment	The code that describes the acknowledgment letter or form to be sent to this donor. Values in this drop-down are validated against tms_ack.
Multiple Allocations	If multiple allocations are being credited with the transaction, enter the IDs of those allocations in the multiple allocation boxes prior to generating the associated donor rows.
Multiple Donors	If multiple donors are being credited with the transaction, enter the IDs of those entities in the multiple donor boxes prior to generating the associated donor rows.

Associated Donors:

Various

Once the associated donor rows are generated (when you click Generate, or save the transaction), various attributes will appear for each donor row, including the primary donor row and the applicable associated donor rows. The descriptions of the fields displayed here are the same as those that appear in other parts of the streamlined gift and pledge entry form, and are not repeated here.

Transaction Details:

Record Date	This is the date of record, which is used together with the allocation to determine the proper fiscal year for the transaction. Unless specified otherwise, the date on which the batch default was created will display in this field.
Receipt Date	This is the date to be used on receipts from this batch. Unless specified otherwise, the date on which the batch default was created will display in this field.
Deposit Date	This is the date the transaction was deposited. This date can be entered manually or selected from the calendar, which displays when the icon to the right of the field is clicked.
Source	This code indicates the default source of information, where information on the transaction originated. Values in this drop-down are validated against tms_gift_src_info.
Reference	This text in this field indicates where (outside of Advance) additional information regarding the transactions can be found.
Reference 2	This text in this field indicates where (outside of Advance) additional information regarding the transaction can be found.
Transmit	This code indicates whether the financial transaction should be transmitted to the financial accounting system (FAS). Values in this drop-down are validated against tms_transmit_to_acctg.
Reporting	This code describes whether the financial transaction should be included in monthly gift reporting. Values in this drop-down are validated against tms_reporting.
LM	This code identifies whether the transaction should be transmitted to the FAS, based on a specific ledger month code. This may be of particular importance to institutions or organizations whose accounting revolves on a ledger month, which may not be synonymous with a calendar month. Values in this drop-down are validated against tms_ledger_month.
Special Handling	This code indicates what, if any, special handling applies to transaction. Values in this drop-down list are validated against tms_special_handling table.
Rec Project	This code indicates the default physical recognition project to which transactions in the batch will be credited. Values in this drop-down are validated against tms_prp_project.
Charity	This code identifies the charity to which the transaction applies. Values in this drop-down are validated against the charity database table.
Sponsor Amt	This field can be used to indicate, for example, the amount received in exchange for material benefit to the contributor (i.e., marketing exposure at an event) for which the contributor is not entitled to receive an income tax receipt
Create Tax Receipt	Used by the Canadian Tax Receipting functionality. If the donor requested a tax receipt for the transaction, check this box to create a tax receipt for the transaction. If this check box is not checked because no receipt is requested, no year-end receipt will be created. Thus, when the Create Tax Receipt check box is unchecked, the Year End Tax Receipt check box will be disabled and may not be selected.
Year End Tax Receipt	Used by the Canadian Tax Receipting functionality. If the donor requested a year-end tax receipt in lieu of individual receipts per transaction, check the ‘Year End Tax Receipt’ check box. If the donor’s entity record has the default ‘Year End Tax Receipt’ check box checked on the entity form, this check box will be checked by default. Since a donor may decide to receive a year-end receipt for their monthly donations, and an immediate receipt for a different type of donation, the gift entry operator can override the default indicator on each transaction.
Comment	This text field can be used to store comments about the transaction.

Premium Defaults:

Premium	This is the premium to which the transactions applies. Values in this drop-down are validated against tms_premium.
Amount	This is the value of the premium for tax reporting purposes.
Declined	This check box indicates whether the donor has declined or refused the premium and that there is no deduction from the full value of the original gift for tax reporting purposes.
Comment	This text field can be used to store comments about the premiums in the batch.