Entering gifts

Do the following to enable the web-based gift entry:

1. Grant the Full users Fundraising authorization level 3 or higher:
   1. In the Staff site, go to Community > Security > Users.
   2. Find the contact for which you want to grant Fundraising authorization.
   3. Expand the Staff Access panel.
   4. In the Module Authorization Levels area, set the Fundraising authorization level to 3 - Limited Entry/Edit.
2. Set the system to use batches. In the Advanced Accounting Console, go to Finance > Processes > Manage batches.

To process gifts quickly, you enter shared field values (defaults) to set up your Entry gifts table. After you submit these values, iMIS builds your pre-populated table, ready for data entry.

Note: You cannot enter an in-kind gift or asset.

1. In the Staff site, go to Fundraising > Enter gifts.
2. In the top half of the table, enter the required overview fields and any others that apply. Most of these fields are in the Single Gift entry form.
• (required) Date Received
• (required) Batch – Lists existing open batches.
• Distribution
• Salutation
• Appeal
• Merge
• Campaign
• Sender
• Fund
• Pay By – Lists the available payment types associated with the selected batch type.

Note: The description displayed is the Title of the cash account defined by the system administrator in Finance > Options > Set up tables > Defining cash accounts.

• (required) Gift Type
• Gift Amount
• Description
• Notes
• Specify the number of entries you want to pre-populate with these defaults: How many rows would you like?
3. Click Go.

When using the Enter gifts window, gifts paid for in cash or by check cannot be entered in the same batch as gifts paid for with debit or credit cards. Instead, cash and check gifts must be entered in a batch enabled for cash. When you create a batch for a cash or check gift entry, select an account from the Cash Table field that is set up for cash (in the Advanced Accounting Console, go to Finance> Processes > Manage batches).

Note: If the Multi-use checkbox is labeled in Settings > Fundraising > Configure fundraising options, then the generic checkbox appears next to the Notes column in the Enter gifts table. The checkbox is the last field on each line item in the grid.

1. In the Staff site, go to Fundraising > Enter gifts.
2. To customize the Enter gifts table, enter the field default data.

Note: On the web, the batch selected on the Enter gifts window is for gift entry transactions only. No other types of transactions can be entered.

3. Click Go. The Enter gifts window is updated with a table for data entry.
4. In the table, enter the donation information. You can override the value in any of the multiple entry fields for any gift or pledge.

Note: On the web, save your entries before clicking another tab, or your work might be lost.

5. Click Save.

Keyboard shortcuts for entering gifts

Once your cursor is in the table, you can complete data entry without using the mouse:

• Tab – moves from left to right
• Enter on an icon pops up the needed window (Search or Add donor information)
• Arrow Down – moves the user to the donor id field at the start of the next row
• Alt+S – submits the batch to iMIS

Substituting a credit card holder name

You can submit donations for a donor with a credit card under a different name by manually overriding the donor's name in the Name on Credit Card column. iMIS substitutes the correct name.

iMIS automatically associates the Name on Credit Card with the donor based on how you searched for the donor:

• By ID number: The text [Default:Donor's Name] appears in the Name on Credit Card column. This indicates that the Name on Credit Card will be substituted with the donor's name.
• By contact name: The name of the donor appears in the Name on Credit Card column.

Credit memos can increase the balance of open accounts receivable items.

Do the following to enter a pledge credit memo:

1. In the Advanced Accounting Console, go to Fundraising > Pledge credit memos.
2. In the Pledge credit memos window, click New.
3. The Date field defaults to:
   • The batch date if batch control is enabled. If an active, open batch is not selected, the Open Batches window opens. After selecting or creating a batch, click New on the Pledge credit memos window again.
   • The system date if batch control is not enabled. If you override the system date, the new date becomes the default date for new credit memos until the Pledge credit memos window is closed and reopened.
4. Enter the donor ID in the ID field, or click the lookup icon to select a donor ID, and press Tab. After the ID field is populated and Tab is pressed, an address block for the customer displays in the Pledge credit memos window and the Type and Status fields are populated.
5. Click Find Pledge to display the Find window.
6. Select the pledge to be adjusted and click OK.
7. Use one of the following methods to specify the credit memo adjustment:
   • Click Adjust All to issue a credit memo against all installments associated with a pledge that have a non-zero balance.
   • Select the Credit checkbox to credit specific line items.
8. Enter the amount to credit in the Amount Adj field for each line item. For example, enter 25.00 in the Amount Adj field for an invoice line item and press Tab. This will automatically enable the Credit checkbox for this line item.
9. Click Save. The total amount of the credit memo displays in the Total Adjustment field.

Note: Line items that were not adjusted are no longer displayed in the Pledge credit memos window after you click Save.

Applying credit memos to multiple funds

Do the following to apply credit memo adjustments to multiple funds for a split gift:

1. In the Advanced Accounting Console, go to Finance > Adjustments > Credit memos.
2. In the Credit memos window, click New.
3. Enter the donor ID in the ID field, or click the lookup icon to select a donor ID.
4. Enter the transaction number in the Invoice# field and press Tab, or press Ctrl+L to look up a transaction number. The split gifts per fund pertaining to this gift or pledge are displayed.
5. Enter the distribution or premium code in the Product field, or click the lookup icon to select a distribution or premium, and press Tab.

Note: If more than one distribution is assigned to the same fund, only one line displays for the fund, showing the combined charges for these distributions. You must know the distribution or premium code that you wish to adjust and its value per the installment invoice.

6. Enter 1 in the Quantity field.
7. Enter the credit memo adjustment amount in the Unit Price field.
8. (optional) Repeat to apply a credit memo adjustment to additional distributions.
9. Click Save.

Debit memos have the opposite effect of credit memos, increasing the balance of open accounts receivable items.

Use debit memos for the following tasks:

• To increase or add a line item charge
• To bring a credit balance to zero due to an overpayment, credit memo, or cancellation transaction

Do the following to enter a pledge debit memo:

1. In the Advanced Accounting Console, go to Fundraising > Pledge credit memos.
2. Inthe Pledge debit memos window, click New.
3. The Date field defaults to one of the following:
   • If batch control is enabled, the Date field defaults to the batch date. If an active, open batch is not selected, the Open Batches window opens. After selecting or creating a batch, click New on the Pledge debit memos window again. You cannot override the date if batch control is enabled.
   • If batch control is not enabled, the Date field defaults to the system date. You can override this date. If you override the system date, the new date becomes the default date for new debit memos until the Pledge debit memos window is closed and reopened.
4. Enter the donor ID in the ID field, or click the lookup icon to select a donor ID, and press Tab. After the ID field is populated, an address block for the customer displays in the Pledge debit memos window and the Type and Status fields are populated.
5. Click Find Pledge to display the Find window.
6. Select the pledge installment for the pledge debit memo adjustment.
7. Click OK.
8. Use one of the following methods to specify the debit memo adjustment:
   • Click Adjust All to select all line items with a balance to debit. The full amount displays in the Amount Adj field for each line item, the Debit checkbox is selected for each line item with a balance, and the total amount of all debit memo adjustments displays in the Total Adjustment field. The Adjust All button is only enabled if the total pledge balance is negative.
   • Select the Debit checkbox to debit specific line items.
9. Enter the amount to debit in the Amount Adj field for the line item. For example, enter 25.00 in the Amount Adj field for an invoice line item and press Tab. This will automatically enable the Debit option for this line item.
10. Click Save. The total amount of the debit memo displays in the Total Adjustment field.

11. Note: Line items that were not adjusted are no longer displayed in the Pledge debit memos window after you click Save.

Applying debit memos to multiple funds

Do the following to apply debit memo adjustments to multiple funds for a split gift:

1. In the Advanced Accounting Console, go to Finance > Adjustments > Debit memos.
2. In the Debit memos window, click New.
3. Enter the donor ID in the ID field, or click the lookup icon to select a donor ID.
4. Enter the transaction number in the Invoice# field and press Tab. The split gifts per fund for the transaction are displayed.
5. Enter the distribution or premium code in the Product field, or click the lookup icon to select a distribution or premium, and press Tab.

Note: If more than one distribution is assigned to the same fund, only one line displays for the fund, showing the combined charges for these distributions. You must know the distribution or premium code that you wish to adjust and its value per the installment invoice.

6. Enter 1 in the Quantity field.
7. Enter the debit memo amount in the Unit Price field.
8. (optional) Repeat to apply the debit memo to additional distributions.
9. Click Save.

The iMIS request feature enables you to track activities such as telephone calls, letters, and notes that ask for a gift or pledge, and to associate donations with the requests that prompted them.

Requests can be entered using the Request Entry window in the Advanced Accounting Console. Once a request has been entered, it can be managed using the Manage requests window.

When entering a gift or pledge that is in response to a request, you can look up and select the appropriate request using the Request field on the Gifts window. When you associate a request with a gift or pledge, any campaign, appeal, distribution, or fund information that was defined with the request is automatically entered for you.

Note: A request might only be associated with one gift or pledge. Once you associate a gift or pledge with a request, that request is no longer available for further gift entries.

Entering a request

1. In the Advanced Accounting Console, go to Fundraising > Manage requests.
2. In the Manage requests window, click the Request Entry button at the bottom of the window to display the Request Entry window.
3. Click New.
4. (optional) Enter the transaction date in the Trans Date field. Although iMIS defaults to the system date, you can override this date by typing a different request activity date.
5. Enter the donor's ID, or click the lookup icon to select an ID.
6. Enter the type of request in the Request Type field, or click the lookup icon to select a request type.
7. If you need to maintain information associated with the request, enter this information in the Notes field.
8. (optional) Enter the solicitor ID in the Solicitor field, or click the lookup icon to select a solicitor name.
9. (optional) Enter the Distribution associated with the request, or click the lookup icon to select a distribution.
10. (optional) Enter the Campaign associated with the request activity, or click the lookup icon to select a campaign.
11. (optional) Enter the Appeal associated with the request, or click the lookup icon to select an appeal.
12. (optional) Enter the Fund associated with the request, or click the lookup icon to select a fund. The fund associated with the distribution specified in the Distribution field automatically displays in this field, but can be overridden.
13. (optional) Enter the Requested Amount.

14. Note: The Gift Date and Gift Received fields are not populated until an actual gift or pledge is recorded as a result of the request. After the gift or pledge associated with the request is entered in the Gifts window, the amount of the gift and the date it was received displays in these fields on the Request Entry window.

15. Click Save.

Searching for requests

1. In the Advanced Accounting Console, go to Fundraising > Manage requests.
2. In the Manage requests window, click Open.
3. Enter the search criteria in the appropriate fields, or leave the fields blank and press Enter. All request records that meet the search criteria are shown in the window. A summary of activities related to each request is also shown.
4. Select a request in the Manage requests window and click Request Entry. The Request Entry window displays more details about the selected request.

Use the Process premiums window in the Advanced Accounting Console (go to Fundraising > Process premiums) to convert gift premiums into an order. You must first process a premium before it can be shipped to the customer.

When the premium is processed, it is converted into the order type specified in the Configure fundraising options window (in the Advanced Accounting Console, go to Settings > Fundraising > Configure fundraising options and enter the Premium Order Type).

To process a premium, simply select one or more transactions and click Convert. Click Yes to confirm.