As an example of how a matching gift is processed, let’s say you received a matching gift check from Yankee Doodle, Inc. for $1,000.00.
To enter the matching gift transaction:
While current in an open batch, click 'New Matching Gift' from the Page Tree and the Matching Gift Details Form will display.
Enter at least the required information and click Save on the form header. When you save the Matching Gift Details, the Matching Gift Summary will display information for the organization as well as a link to any matching claims that exist in the Advance database. A link (Match Donor Gift) also displays to match gifts which do not have a matching claim already established on the system.
If claims exist for this organization, "Claims List" on the right of the Matching Gift Summary Form beneath the header, will display as a hyperlink. The number of claims will also display in parentheses. To start matching existing claims to the matching gift, click the hyperlink. When you are active on a hyperlinked form, the text of the form’s link will appear grayed out. Additional hyperlinks, to which you may navigate from the existing form, will appear as normal hyperlink text.
When you click the Claims List hyperlink, the Outstanding Claims List Form displays the matching claims associated with this entity. To match the claims on the list with the entities designated for the Matching Gift, check the check box to the left of the appropriate row on the list. When you check the checkbox, the "Claim Amt/Fgn Amt" and "Allocation" column fields become active, allowing you to make any changes which may be necessary. As you identify the claims which match the gift, the value at the bottom of the Outstanding Claims List, labeled Selected, increases in value. The "Balance" on the Matching Gift Summary decrements by the claim amount as each claim is identified.
Modify the amount or allocation as necessary. If you make changes to an allocation, the possibility exists that you may enter an invalid allocation code. If you do this, Advance will display an error list identifying the error and the row in which it occurs. An "!" will display to the left of the row with the error, as well. To correct the error, click the hyperlink in the "Viewing All Errors" popup to navigate to the row for correction. If you are not sure of the correct code to enter in the field, press F2 to perform an Allocation Lookup.
If you can account for all claims with the matching gift, use "Select All." Actions, which is found on in the Outstanding Claims List Form Header, provides you with the capability of selecting all claims listed. If you have selected all rows and discover you need to un-check all of the check boxes, Unselect All will allow you to return them to their unchecked state. Should you wish to print a copy of the claims, select Print and a new browser window will open to display the claims. You may print from this window, if you wish.
Filter the list of claims, if necessary. If you determine you need to filter the list to narrow down the number of rows for viewing, select "Filter" from the Actions List to display the options for filtering your list. You may filter by a range of dates using Start and Stop (the date you enter is included in the range) or you may elect to filter by the status of the claim. When you check the "Filter by Claim Status" check box, the drop-down list of options is available for your selection. Once you define a filter for viewing your list, it will remain in effect until you select "Remove Filter" from the Actions list. The currently defined filter will display in the box at the bottom of the Outstanding Claims List.
When you have completed identifying the Outstanding Claims against the Matching Gift, click Generate on the form header. This will complete the process and identify your selected claims as being matched and ready for processing with the batch.