Note: In addition to the information listed below, your organization or institution may have specific rules, policies or procedures for adding financial transactions. Please refer to your policies and procedures documentation before proceeding.
Note: Before following the procedure below, please keep in mind that a "joint" gift or pledge can only be made by two spouses that are linked together in the system via marital information. If you wish to enter a gift or pledge and credit two entities that are not spouses, one person will be the primary and the other must be recognized as "other" or "group" via the Associated Donor form.
See Also
How Do I Add an 'In Honor of' Donor
How Do I Add an 'In Memory of' Donor
In the following example, a joint gift is received from two spouses. To enter this gift:
On the Main Menu, click 'Go To'.
When Go To appears, select the Gift Batch List Application (Application ID 3010, Mnemonic 'BLIST'). There is no need to enter a value in the "Open With ID' field.
Click 'Go'.
When the Gift Batch List appears, scroll through the list and click the ellipses button to the left of the existing batch to which you wish to add the gift or pledge, or click the New button in the Gift Batch List Form Header to create a new batch.
If you are creating a new batch, when the Batch Details / Batch Defaults form appears, enter all applicable information and click Save.
From the Page Tree select 'New Gift' or 'New Pledge' and the Gift Details or Pledge Details form will display.
In the Donor ID field, enter the ID Number of the entity that will be the Primary donor of the gift or pledge. If you are not sure which donor should be the Primary donor and which should be the Joint donor, please refer to your organizations policies and procedures or consult with your Gift and Pledge Entry Supervisor.
Check the Joint check box, if it is not checked by default. This check box will be checked if the "split gifts" check box is checked on the marital information row of the entity specified in the Donor ID field. If the entity does not have a marital information row, do not check the joint check box. If you do, when you save the transaction you will receive an error message that indicates the entity does not have a spouse and one must exist in order to check the check box.
Enter all additional information and click Save to save the transaction.
Click the Associated Donors link in the Gift Summary or Pledge Summary form above the Gift Details form. This link only appears after the details of the gift or pledge have been saved. The number in parentheses to the right of the Associated Donors link displays a count on the number of donors participating in the transaction. In this example, since there is a Primary and a Joint, the number 2 would display.
When the Associated Donors form appears, if the Joint check box was checked, notice how there are two transactions: one for the Primary donor (Assoc Type = P) and one for the Joint donor (Assoc Type = J). If you wish to make any changes to the Associated Donor row (Assoc Type = J), highlight that row, make the changes and click Save. If the Joint check box was not checked, only one row for the primary donor will exist. To add another donor, click New and add the relevant information. Since you can not add a Joint row unless the entity has a marital information row, make sure you select an Association Type of 'Other' or 'Group' from the Association Type drop-down list. When you are done, click Save.
To return to the Primary Donor Gift Details or Pledge Details, click the Gift Details or Pledge Details link in the Gift Summary or Pledge Summary form above the Associated Donors form.
Optionally, you may wish to run the Batch Proof Report to ensure the total amounts, as calculated by the system, matches the amount you expect.
In the Batch Control form, enter the Sum of Receipts, Sum of Pledges along with any other applicable information and select Closed from the Status drop-down list. Performing this action will indicate the batch is complete and ready for Gift Processing.
Note: If the ID number you entered has the "split gifts" indicator set on their marital record, the system will automatically check the Joint check box and split the amount of the gift. The calculation the system performs to split the gift will be based on the ratio specified in the tms_joint_ratio table. If the check box is checked and no value is specified in this table, the system will allot half of the hard credit amount to each donor. Later in this example, when we access the Associated Donor form (click the Associated Donors link in the Gift Summary form), we see the two transactions: one for the Primary donor (Assoc Type = P) and one for the Joint donor (Assoc Type = J).
Note: Primary Donor information can be modified here even though it is added on the Primary Gift view. Joint donor data can be modified here even though it has been entered automatically by the Primary Gift View. Other types of donors can be added, modified or deleted with this form as well, using New and Delete. Additionally, any hard vs. soft credit amount validations that have been established will be enforced by this form. Care should be taken when entering amounts on this form since changes to the amounts could violate the validation rules and cause an inconsistency with the primary gift.
Note: As with the Gift Details form, the Credit2 field only appears when an entity is eligible, based on the entity’s primary record type. By default, Advance assigns Credit2 (for donors who qualify for Credit2) equal to the amount of legal credit recorded on the Associated Donor row.