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.
See Also
How Do I Make a Payment on an Existing Pledge?
How Do I Reverse or Modify a Gift, Pledge or Matching Gift?
How Do I Enter a Foreign Currency Gift or Pledge?
How Do I Add an "In Honor of" Associated Donor?
How Do I Add an "In Memory of" Associated Donor?
How Do I Enter a Gift or Pledge from AWC?
To enter a new gift:
On the Main Menu, click 'Go To' to display the Go To Application.
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 you wish to add the gift to, 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 press the Save button.
After the new batch has been saved, or an existing batch has been accessed, from the Page Tree select 'New Gift' and the Gift Details form will display.
Enter all applicable information and press the Save button to save the transaction. To add additional gifts to the batch, repeat steps 6 and 7.
After all gift transactions have been entered, select Batch Control from the Page Tree to return to Batch Control.
Optionally, you may wish to run the Batch Proof Report to ensure the total gift 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.
Data Fields:
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Donor ID |
The Advance entity ID of the donor, either an individual or an organization. Required. Notice that Donor is changed to green and underlined when the donor name is displayed. Clicking on this hypertext link will bring you to the Entity's Profile. If system option 391 is enabled, when a joint gift is entered, and the ID number of the non-primary spouse is entered in this field, Advance will display a warning message indicating the ID number is not primary on the marital record. The message also indicates the ID number of the primary spouse. |
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Allocation |
The code for the allocation to which this gift is to be directed. Values entered in this field are validated against the Allocation table. Required. If you do not know the Allocation to which the gift is to be directed, you may perform an Allocation Lookup by pressing the F2 Key while in this field. Additionally, after entering a valid Allocation Code you may press the Shift + F2 key combination to access the Allocation Lookup. From the Allocation Lookup form, you may drill-down to the Allocation Stewardship Profile to view details about the Allocation. |
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Transaction Type |
The code for the type of transaction being entered. Values in this drop-down list are validated against the tms_transaction_type table. Required |
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Amount |
The hard credit amount of this gift. Required. If the transaction being entered uses foreign currency (system options 51 and 52), leave this field blank. After you enter in the appropriate foreign currency information below, the system will calculate this amount for you. |
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Tender Type |
The code for the medium of exchange (e.g. Cash or Check, Securities, Gift-in-Kind, etc.). Values in this drop-down list are validated against the tms_payment_type table. Required |
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Soft Credit |
The amount of soft credit to be given to this donor for this gift. This is distinct and separate from the hard credit amount of the gift (which was entered under Amount). The amount entered here will be evaluated against the switches set in the tms_asc_amt_ctrl table. |
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Check # |
This is the number of the check used to make the gift. |
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Date of Record |
The Date of Record for the gift. |
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Receipt |
The date that will appear on the receipt. Unless specified otherwise, the system date will be used. Required |
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Payment
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This check box indicates whether this transaction is a pledge payment. If checked, the number of a valid pledge must be provided in the Pledge box. If you select a pledge from the open-pledge lookup drop-down window, the payment check box will become checked automatically, and the pledge number will be filled in automatically. |
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Joint |
This check box should be checked when the transaction involves two spouses; otherwise it should be left blank. If the primary donor has a current spouse, and the split gifts flag is set on their spouse database row, the system will automatically check this box and split the gift, based on values in the the tms_joint_ratio table. |
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Fee |
When system option 146 is set to N, this check box indicates whether or not a fee is associated with the allocation. When system option 146 is set to Y, a drop-own list of Allocation Fees will allow you to select the Fee Type for the transaction. Values in this drop-down list are validated against the tms_alloc_fee_code table. Additionally, when system option 146 is set to Y an Alternate Fee code and Fee Minimum can be associated with the an allocation. When the amount of a gift to the allocation is less the fee minimum amount, the Alternate Fee will appear in the drop-down by default. When an Alt. Fee Min Amt exists for the Allocation, and a gift made to the Allocation is less than that amount, the Alternate Fee code will appear in the drop-down by default. If you manually change the default Allocation Fee code, you will receive a warning message when you attempt to save the transaction. This message will not appear when the default Allocation Fee is changed as a result of selecting a different Allocation code. To continue and keep the modified Allocation Fee code, click OK. If you wish to use the default value and disregard the change, click Cancel. |
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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, then no mount is generated. |
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Deposit Date |
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. |
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Credit2 |
If the entity being credited for the gift is eligible for Credit2, this field allows you to record an additional amount, which can be used for a variety of purposes, such as assisting in gift reporting or sending acknowledgments. Eligibility is based on the entity’s primary record type (where tms_record_type.credit2_ind = Y). |
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Pledge |
The number of the pledge for this payment, if the transaction is a pledge payment. This value is required if the Payment check box is checked. Pledges in this drop-down include the following information to help locate the correct pledge: Pledge Number, Allocation, Amount, Balance, Pledge Type, Pledge Date, Legal Amount, Association Type, Entity Name and ID Number When making a pledge payment on a joint pledge, if the primary and joint donors have different attributes from the pledge (allocation, school, class, etc.), Advance will associate the attributes from each donor during pledge entry, with their associated pledge payment. When the ID number entered in the Donor ID field matches the pledge selected from this drop-down. Failure to select the pledge for the donor whose ID is in the Donor ID field will result in incorrect attributes for both donors, if they are different. |
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Proposal |
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. |
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Campaign |
The code that describes the campaign to be credited with this gift. Values in this drop-down list are validated against the tms_campaign table. |
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Appeal |
The code for the appeal that yielded this gift. This value is validated against the Appeal Header database table. You may press the F2 key while in this field to perform an Appeal Lookup, type the name of the appeal, or select the appeal code from the drop-down. Membership Appeals whose “can be applied to Giving transactions” check box is checked on the Gift Appeal Header form can also be entered here. |
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Purpose |
The code that describes the purpose of this gift. Values in this drop-down list are validated against the tms_purpose table. |
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Program |
The code that describes the program that will receive credit for this gift. Values in this drop-down list are validated against the tms_program table. |
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School |
The code that describes the school that will be credited with this gift. Values in this drop-down list are validated against the tms_school table. If the entity giving this gift has a preferred school on the database, and system option 6 is set to Y, that code will be inserted here and will override the school code set in the Batch Default (if one was supplied) for this batch. |
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Class |
The preferred class year for the donor of this gift. If the donor is an alumnus/alumna and has a preferred class year on the database, and system option 5 is set to Y, that year will be inserted here. Additionally, if system option 66 is set to N, any valid number (not necessarily a 4-digit year) may be entered. If system option 66 is set to Y only years between 1700 and 2100 may be entered. |
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Reunion |
The code that describes the reunion group to be credited for this gift. Values in this drop-down list are validated against the tms_reunion_camp table. |
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Anonymous |
This code indicates the level of anonymity requested by the donor. 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's name never display on reports or anything else attached to the gift. Whether a hard-copy record of the true identify 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 window are validated against the tms_anonymous table, which will at least have three required values: 1 Show Name not Amount 2 Show Neither Name nor Amount 3 Show Amount not Name |
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Acknowledgment |
The code that describes the acknowledgment letter or form to be sent to this donor. Values in this drop-down list are validated against the tms_ack table. |
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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. |
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Special Handling |
The code that describes special handling of this gift and/or donor. Values in this drop-down list are validated against the tms_special_handling table. |
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Source |
The code that describes the source of information for this gift. Values in this drop-down list are validated against the tms_gift_src_info table. |
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Reference |
Text indicating where (outside Advance) additional information regarding this gift can be found. |
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Reference2 |
Text indicating where (outside Advance) additional information regarding this gift can be found. |
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Alloc Dep |
The department associated with the Allocation. Values in this drop-down list are validated against tms_alloc_department (J5). Note: Whether this field displays and if a value is required are controlled by the setting of System Option 142. |
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Transmit |
The code that indicates whether the financial transaction should be transmitted to the financial accounting system (FAS). Values in this drop-down list are validated against the tms_transmit_to_acctg (J7) table. This value is required when system option 125 is enabled. |
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Reporting |
The code that describes whether the financial transaction should be included in monthly gift reporting. Values in this drop-down list are validated against the tms_reporting (J8) table. This value is required when system option 126 is enabled. |
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LM |
The code that indicates 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 list are validated against the tms_ledger_month (J9) table. This value is required when system option 127 is enabled. |
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Rec Project |
This is the recognition project linked to the transaction. Values in this drop-down are validated against tms_prp_project (PR1). |
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Dedicated |
When a physical recognition project is selected from the Rec Project drop-down above, this field appears and allows you to indicate that the transaction applies to a specific organization, group or person. Values in this drop-down are validated against tms_prp_dedicated_location (PR2). If a physical recognition project code is not selected, this field will not appear. If values are entered in the physical recognition project and dedicated fields, the dedicated value will be removed automatically if the physical recognition project code is removed. |
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Foreign Currency Type |
If the gift is in non-domestic currency, the Foreign Gift type should be selected from this drop-down list. Values in this drop-down list are validated against the tms_currency_type table. |
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Foreign Currency Rate |
The conversion rate associated with the selected Foreign Currency type. This value is stored in the exchange_rate column of the tms_currency_type table. |
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Foreign Currency Amount |
The amount of the gift, in non-domestic currency. When entering a non-domestic gift, do not enter a value in the Amount field. Instead, enter the Foreign Currency Amount here, and in conjunction with the Exchange Rate, the system will calculate the domestic amount for you and place that value in the Amount field. |
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Foreign Currency Exchange Rate Date |
The date that the non-domestic currency was exchanged for domestic currency. Unless specified otherwise, the system date will be used. |