Raisers Edge Version 7

							Raiser’s Edge Version 7

Gift Entry

***As of 10/1/2005, you will no longer need to enter donations into
Members Only. We will post directly from Raiser’s Edge to the
Financial Edge.
***Use the tab key to navigate through the fields.
***Blue fields are required.
***Use the down arrow or click on binoculars whenever they appear in
a field you are to make an entry in.
***A red check mark on the tab means there is information in that tab
***To exit Raiser’s Edge you must click on Exit & Sign out under the
word File on the toolbar.
***Because we require the solicitor name for each campaign, contact
name for businesses, and member/nonmember information to be
entered on the Relationship tab, we cannot use Batch for our gift entry.
I.   Starting on the Home page click on the RECORDS icon and the following
     window appears:
A. Constituents
        1. Always do a search before entering a new constituent or
            organization so, click on OPEN CONSTITUENT ICON. This
            window will appear:
a. Your cursor should be in the Last/Org name: box. Type in
   the first 3 or 4 letters of the last name and click on the
   FIND NOW icon to the right or tap the enter key. Do not
   type in the first name because Raiser’s Edge will not
   recognize the difference between the real name and a
   shortened or nickname. For example: James and Jim,
   Robert and Bob. If you enter the first name as Jim and it is
   in Raiser’s Edge as James you will not find the record and
   run the risk of creating a duplicate.
b. If the constituent is already in the system or there is one
   with the same last name the window will look like this:




c. You can then highlight the correct one, click on OPEN and
   proceed to enter the gift. The address is a good tool to use
   to avoid duplicates.
d. If no record shows in the window, click on the ADD NEW
   button to the right
e. Highlight either Individual or Organization. The following
   window will appear
II.   Entering a new Constituent/Donor
      A. Bio 1 tab
               1. Type in the last name
               2. Type in the first name
               3. Type in the middle name or initial if you know it.
               4. Using the down arrow highlight the correct title and suffix (if
                   applicable)
               5. Using down arrow highlight the correct gender (if known)
               6. Using down arrow highlight the correct marital status (if known)
               7. If the constituent is married you must first complete the Bio 1 tab
                   by filling out the address and then complete the Bio 2 tab. Save.
8. If you are adding the spouse click on the SPOUSE button on the
   Bio 1 tab and the spouse window will open.
     a. Type in the spouse last name, first name, and title
     b. In the lower right corner, use the down arrow in the
         relationship box and highlight spouse or type in spo and the
         word spouse will pop up.




     c. Save and Close

9. If constituent is not married or you don’t know the spouse
    information proceed to #10
10. Solicit Code (if applicable)
      a. Click on the words SOLICIT CODE and a window with
          some options will appear such as: Do not mail, No mail-
          out of business, etc.) Highlight the applicable one if any.
11. Address (if not already completed)
12. City, State, Zip (if not already completed)
13. Phone (if not already completed). Must type in area code.
14. Look at the options in the lower right corner under the words
    THIS CONSTITUENT and mark any applicable boxes. If
    constituent is a Solicitor put a check mark in the box.
15. Then click on the details box and the following window will
    open:




16. Click on NEW GOAL and the following window will appear:
     17. Click in the circle next to the word CAMPAIGN and a • will
         appear.
     18. Use the down arrow and highlight the correct campaign.
     19. Enter the campaign goal for your branch. You do not need to
         fill anything else out. The window will look like this:




20. Save and Close
         20. Again click on NEW GOAL
         21. Place a • in the circle next to the word FUND
         22. Use the down arrow and highlight your branch fund (name)
         23. Enter that solicitor’s individual goal for your campaign. You
             do not need to fill anything else out. The window will look like
             this:




         24. Save and close

B. Bio 2 tab
        1. Enter constituency using the down arrow and highlighting your
             branch (if not already completed when entering a spouse). DO
             NOT COMPLETE THE DATES!!!
               a. Note – we have made this a required field because it affects
                  the information we pull out in the Reports.

C. Address tab
       1. Information from Bio 1 tab carries over.
D. Address/Salutation
       1. Using the down arrow, complete Primary Addressee
       2. Using the down arrow, complete Primary Salutation
       3. These are required fields
E. Relationship Tab (used to enter member/nonmember, assigned solicitor
   for the current donation, and contact name for an organization)
         1. Highlight Organization in the box on the left side of the window.
a. Click on New Organization Relationship and the following
   window opens:
b. Click on the binoculars
c. A search window opens
d. Type in Omaha/ in the Org name box
e. Click on the Find Now box
f. When the name appears in the search window strike your
   enter key or click on the Open button and the
   Omaha/Council Bluffs YMCA information will appear in
   the constituent’s relationship tab.
             g. On the right side of the window there is a blue box titled
                Relationship – Type in your branch name and use the down
                arrow and highlight the correct relationship. Ex: Maple St.
                non member or Maple St. member.




             h. Click on Save and Close
             i. Yes, you want to reciprocate.
        2. If the constituent is either an employee or board member you will
           need to repeat the process to enter this information


F. Assigned Solicitor Information
        1. While still in the Relationship tab you need to enter the
           ASSIGNED SOLICITOR information for this donation.
        2. Highlight the words ASSIGNED SOLICITOR in the box on the
           left side. Then click on NEW ASSIGNED SOLICITOR and the
           following window opens:
3. Using the binoculars open the search window and type in the last
   name of the solicitor for this gift and hit the enter key or click on
   the Find Now button. Highlight the correct solicitor and hit the
   enter key or click on the Open button. The solicitor’s name
   appears in the box.

4. Use the down arrow and select the correct solicitor type (it will
   be your branch name with ASC behind it)

5. Complete the date from and date to boxes (ex: 01/01/2008 to
   12/31/2008 which is the current campaign year), the amount of
   the gift and use the down arrow to highlight the correct campaign
   and then the down arrow to highlight the correct fund. The
   window will look like this:
6. Save and close.
G. Click on the Gifts Tab
       1. Click on NEW GIFT button
          a. Use the down arrow in the box next to Gift type and
              highlight CASH or PLEDGE
b. Enter the gift amount




c. If the gift is a PLEDGE and is to be paid in installments or
   on a certain date click on the SCHEDULE icon next to the
   pledge amount. This window appears:
d. Using the down arrow, highlight the correct frequency –
   monthly, quarterly, etc.
e. Enter the number of installments
f. Make sure there is a dot in the circle next to Day and that
   you put a 1 in the box or the date the donor specifies. We
   are suggesting the 1 because pledge reminders should be
   printed the first of the month, however, if the date the
   donor specifies is other than the first of the month we can
   adjust it when we print the reminders.




g. Enter the STARTING ON date. Make sure you put the
   start date as the 1st of the month unless the donor
   specifies otherwise.
7. Click on DISTRIBUTE and the installments will be set.




8.   Click on OK
9.   If the gift is CASH or a PLEDGE that doesn’t specify a date to
    be billed you just need to enter the amount.
10. Using the down arrow enter the Campaign
11. Using the down arrow enter the Fund
12. Using the down arrow enter the Appeal
13. Because you entered the solicitor’s information on the
    Relationship tab you can use the down arrow next in the blue box
    next to the solicitor button. Your window will look like this:




14. Highlight the correct solicitor with the correct campaign year and
    the solicitor’s name will appear in the blue box.
15. If payment is made by check you can enter the check number and
    the date of the check. For security reasons, we do not want you
    to enter the name of the bank.
a. Next click on the Misc. Tab
b. In the Gift Code box, type in your branch name and then
   use the down arrow and highlight either Branch Name new
   or Branch Name renewal. You could also just use the
   down arrow and scroll down until you find your Branch
   Name new or your Branch Name renewal.




c. Due to the reports we are required to complete at the end of
   the campaign, we need to know if the gift is a new or
   renewal. If the donor did not give to the campaign the year
   prior it is a new donation. If the donor gave to the
   campaign in the prior year it is a renewal.
d. Save and close.
Organization Gift Entry

  I.    Starting on the HOME page click on the RECORDS icon.
  II.   Click on the word Constituents
        A. Always do a search before entering a new organization so click on OPEN
            CONSTITUENTS ICON
B. A search window opens. Type in the first 3 or 4 letters of the organization
   and click on the FIND NOW icon to the right or tap the enter key




C. If no records show in the window, click on the ADD NEW button to the
   right.
D. Highlight Organization
III.   Org 1 tab (complete as you would for an Individual donor)
       A. Type in the full name of the organization
       B. Type in the address, city, state and zip code
       C. Fill in the phone type and phone number
       D. Complete any applicable solicit codes by clicking on the words “Solicit
          Code” and using the > move applicable codes to the right column. Click
          OK
IV.   Org 2 tab
      A. Using the down arrow highlight the correct constituency code. DO NOT
         COMPLETE THE DATES!!!
V.   Because we require you to enter the contact name for the organization (if
     known) go the Relationships tab
     A. Highlight the word Individual




     B. Click on New Individual Relationship
     C. Complete the last name, first name, title, suffix (if applicable)
     D. Put a check mark in the box next to the word CONTACT in the area titled
        “For this organization, this individual is a(n):
      E. Contact type: use the down arrow and highlight your branch. This will
         designate this individual as a contact for your gift in the event that there is
         more than one contact at that organization. This is helpful when printing
         receipts and pledge reminders. Your receipt or pledge reminder will go to
         the correct contact name.
      F. In the lower right corner in the box titled relationship, us the down arrow
         and highlight “contact”




      G. Save and close
      H. Highlight the word Assigned Solicitor and complete the solicitor
          information as you do for an Individual donor. Save and close.
VI.   Gift tab
      A. Complete as you do for an Individual donor
      B. The gift is entered as a PLEDGE or CASH
Pledge Payments (CASH ONLY – For credit card payments see Batch)
     *** Note that pledge payments can also be entered through
     BATCH. This will be covered in a separate training. These
     guidelines give you the basics of pledge payments.

  I.    To Apply a Payment for a pledge
        A. Click on New Gift in the donor’s record
        B. Message appears that warns of outstanding pledge




        C. Click YES if you want to apply the payment
        D. Make sure the correct payment amount is in the Payment Amount box. If
           it isn’t then enter the correct payment amount.
        E. Click AUTO-DISTRIBUTE
        F. Click OK
G. Check the Gift window to make sure everything is OK
H. At the bottom of the window, use the down arrow and highlight the
   correct Pay Method
       a. Fill in the check number
       b. Fill in the check date




       c. Save and close