Enter and edit gifts window - Donor tab

From Fundraising, select Enter and edit gifts, enter or open a gift or pledge, and select the Donor tab

If you attempt to enter information in the Donor tab on the Enter and edit gifts window for a donor who is already in the customer database, iMIS displays a warning message to prevent you from entering a duplicate record. See To check for duplicate records.

The Donor tab on the Enter and edit gifts window uses the following fields and data entry procedures:

Donor area

Displays the current donor's ID, name, title, and home phone number. If you are entering a new donor, this area is blank until you enter the donor information and select another tab on the Enter and edit gifts window or click Save.

Address area

Displays the current donor's company name and preferred mail address. If you are entering a new donor, this area is blank until you enter the donor information and select another tab on the Enter and edit gifts window or click Save.

Pledges area

Displays the following information about the current donor's pledges:

  • Largest - Displays the amount of the donor's largest pledge.
  • Last - Displays the date of the donor's last pledge.
  • Lifetime - Displays the total amount of all of the donor's pledges.
  • Balance - Displays the donor's current pledge balance.

Gifts area

Displays the following information about the current donor's gifts:

  • Largest - Displays the amount of the donor's largest gift.
  • Last - Displays the date of the donor's last gift.
  • Lifetime - Displays the total amount of all of the donor's gifts.

ID

Displays the current donor ID automatically. If the gift or pledge is for a new donor record, the new donor ID displays in this field after the gift or pledge is saved.

Customer Type

Select the customer type of the donor ID from the drop-down list.

Prefix

(optional) Select the prefix of the donor from the drop-down list.

First

Enter the first name of the donor.

Note: When entering a donor record, First, Last, or Company are required.

Middle

(optional) Enter the middle name or initial of the donor.

Last

Enter the last name of the donor.

Note: When entering a donor record, First, Last, or Company are required.

Suffix

(optional) Select the suffix of the donor from the drop-down list.

Informal

(optional) Enter the informal name of the donor.

Designations

(optional) Enter the designation(s) of the donor, or click the lookup icon to display the Select DESIGNATION value(s) window. You can select the donor's designations on the Select DESIGNATION value(s) window by double-clicking items in the Available scrolling list to move the items to the Selected scrolling list. To remove a donor designation, double-click the item in the Selected scrolling list to move the item to the Available scrolling list.

If you enter multiple designations in the Designations field, the designations must be separated by a comma (no space).

Title

(optional) Enter the title of the donor, or click the lookup icon to select a title.

Company ID

(Required for Company Member type) Enter the donor's parent company ID, or click the lookup icon to select a company ID.

  • If the company ID is deleted from the Company ID field, the existing Company, Sort, and Address fields are not deleted and must be manually changed if necessary.
  • If the company ID is changed, a message displays asking if you want to overwrite the old company information and flow down the new company information. Click No to change only the company ID but retain the company name and the address associated with this donor, or click Yes to change the company ID and use the company name and company address of the new company ID for this donor.

Company

Enter the donor's parent company. This field is automatically populated when you enter the donor's parent company ID, but you can override this information if necessary. The name of this field may vary.

Note: When entering a donor record, First, Last, or Company are required.

Sort

(optional) Enter the sort string for the company name. This field is automatically populated when you enter the donor's Company ID or Company, but you can override this information if necessary.

If a sort string for the company name is defined in the Company Sort field on the Manage customers window (from Customers, select Manage customers, and find the customer record), this sort string displays in the Sort field on the Donor tab in the Enter and edit gifts window. You can override this sort string by entering a new sort string.

Address

Enter the main address of the donor. Two address lines are provided in this field.

City

Enter the city of the donor.

St/Prov

Enter the state or province of the donor, or click the lookup icon to select a state or province. The name of this field may vary.

Zip

Enter the zip code of the donor. The name of this field may vary.

Country

Enter the country of the donor, or click the lookup icon to select a country.

Home

(optional) Enter the donor's home phone number.

Work

(optional) Enter the donor's work phone number.

Fax

(optional) Enter the donor's fax number.

E-mail

(optional) Enter the donor's main e-mail address.

List as

(optional) Specify how the donor would like to be listed. If this field is blank, the donor is listed by their name as specified in the First, Middle, and Last fields. If “list as” information is entered in the List as field on the Donor Data tab on the donor's Manage customers window, this information is used by default, but can be overridden.

If you enter “list as” information in this field, the List as field on the Donor Data tab on the donor's Manage customers window is updated.

Toll Free

(optional) Enter the donor's toll free phone number.

Associated Gift

Enables you to display the matching transaction on the Overview tab in the Enter and edit gifts window. This button is only enabled if the Matching Transaction field is not empty and the Enter and edit gifts window is not in data entry mode.

Clicking Associated Gift changes the label of the matching transaction field. If the employer's matching donation is displayed, the matching transaction field will be labeled Original Transaction because this field displays the transaction number of the donor who gave the original gift. If the original employee donation is displayed, the field label will remain Matching Transaction.

To add a new donor record

  1. From Fundraising, select Enter and edit gifts to display the Overview tab on the Enter and edit gifts window.
  2. Click New.
  3. Click the Add button displayed to the right of the ID field. The Donor tab on the Enter and edit gifts window opens.
  4. Enter the new donor information.

    5. Note: When entering new donor information, First, Last, or Company are required.

  5. Select the Overview tab.
  6. Enter the rest of the gift or pledge information. See Entering a single gift or pledge or To enter an installment pledge.
  7. Click Save. A record is created for the new donor and the gift or pledge transaction is saved.

To edit a donor record

Note: If a Donor record already exists, edits made to donor information on the Donor tab will update the Name and Name_Address records for that donor automatically.

  1. From Fundraising, select Enter and edit gifts to display the Enter and edit gifts window.
  2. Click New to enter a new gift or pledge, or open an existing gift or pledge, and click Edit.
  3. Select the Donor tab.
  4. Click Edit.
  5. Make any necessary changes to the donor information.
  6. Click Save.