When a one-time gift is made through Encompass Online Giving, the information is stored in the Advance batch tables until the information is accessed via the Gift Batch Transaction List. Once the information is accessed, you will be allowed to finalize the gift before submitting it for gift processing.
In the case of an unauthenticated gift made through Encompass Online Giving, in addition to verifying the gift attribute information, it will be the responsibility of the gift entry operator to locate the entity in the database or create the entity before submitting the transaction for gift processing.
Note: If system option 108 is blank or 'W', all transactions will be in batches with a batch type of 'W' – Online Community Transactions. If the value is anything other than blank or 'W', unauthenticated transactions will be in a batch with a type of 'W' and authenticated transactions will be in a batch with the batch type specified in the system option.
Note: At this time, recurring gift, pledge and pledge payment functionality is not supported.
Note: Depending on the settings of System Options 86 and 87, deletes or modifications may or may not be allowed, for example, if System Option 87 is ‘0’:
- If the Gift Detail Amount for an Online Donor or an Online Associated Donor is modified, an error message displays: “Amount – This is an online community transaction. The amount cannot be modified”.
- If the Gift Detail Check Number is modified, an error message displays: “Check # – This is an online community transaction. The check number cannot be modified”.
- If you attempt to modify the Gift Detail Tender field, an error message displays: “Tender – This is an online community transaction. The tender cannot be modified”.
Note: If this is an Encompass transaction that should be a pledge payment, it is strongly recommended that you select the pledge information from the Pledge drop-down list. By selecting the original Pledge from the drop-down list you will be ensuring that all of the attribute information is properly loaded before the transaction is closed and submitted for processing.
To view and process one-time gifts made through Online Giving:
Access Gift Batch Control for the batch that contains the Online Giving Transactions.
From the Page Tree select Transaction List and you will see the transactions, exactly as entered by the online donor.
Currently, Joint Donors, In Honor/In Memory Tributes and Employer Matches are displayed as comments. The gift processor must manually modify the information in the gift according to the policies and procedures of your institution or organization.
If an unauthenticated user of Online Giving made the gift, press F2 while current in the Donor field and the Entity Lookup window will appear. When the lookup appears, the entity name and address information entered by the donor defaults. Unauthenticated donors will have a record type of ‘Friend’. Look at the Comment field for additional information about the donor. To initiate the search on those criteria, click OK.
If the entity you are looking for does not appear in the Entity Lookup List, a dialog warning "There were no entities found using your criteria. Do you want to add the entity?" will display. Click OK to create the entity according to the policies and procedures at your institution or organization.
If you do not have the appropriate security rights for adding an entity, a second dialog will display indicating you cannot add the entity.
In the event that multiple entities with the same name match the specified criteria, the Entity Lookup List will display the possible matches. Scroll through the list and select the appropriate entity for the transaction. Performing this action will populate the Donor Name and ID in the transaction detail.
Review additional information about the transaction.
Click Save on the Form Header.
When all transactions are reviewed and any modifications completed, the batch can be validated, closed and processed.
Note: If you attempt to close the Online Giving Batch without assigning the Unauthenticated Gift transaction to the appropriate Advance entity or entities, a warning message will display and warn you that an Unauthenticated Donor ID exists in the batch. A valid Entity ID must be assigned to the transaction before closing the batch.