Checking for duplicate donor records

iMIS uses a duplicate record check formula to prevent you from entering a duplicate record in the Donor tab on the Enter and edit gifts window or in the Gift - Name/Address - Soft Credit window.

If you attempt to enter a record for a donor or soft credit who already has a customer record in the iMIS database, the Suspect Duplicate List window displays informing you that the record already exists.

To check for duplicate records

  1. From Fundraising, select Enter and edit gifts to display the Overview tab on the Enter and edit gifts window.
  2. Click New.
  3. Enter the gift or pledge information.
  4. Enter the Customer information for the donor.
    1. Click Add next to the ID field to display the Donor tab on the Enter and edit gifts window
    2. Enter the donor information.
    3. Click Save.
  5. Enter the Customer information for the soft credit:
    1. Click Add next to the Soft Credit field to display the Gift - Name/Address - Soft Credit window.
    2. Enter the soft credit information.
    3. OK.

    If a possible duplicate record exists, the Suspect Duplicate List window opens, informing you that a customer record for the donor or soft credit may already exist in the database.

    Note: The default duplicate record formula checks the new record for a match in the iMIS database by checking the first letter of the first name, the first four letters of the last name, and the five-number ZIP code.

  6. Click OK and then click Yes to add the new donor or soft credit information, or select a record and click OK to use an existing record for the donor or soft credit information.
  7. Click Save.