Configure matching gift conditions. (is this needed? Where does this fit in?)

Transcription

1 REVENUE MANAGEMENT Revenue represents yur charitable dnatins and ther nn-charitable incme. Yu receive cntributins as payments, pledges, and fees frm yur cnstituents. The Revenue area in CANNON CRM cntains tls t help yu track the surce f revenue, apply revenue t yur varius fundraising purpses, and run reprts that describe yur fundraising prgress and analyze giving trends. Add a single payment. Enter and Cmmit new transactins (batch) Cnfigure matching gift cnditins. (is this needed? Where des this fit in?) Pledge Batches (Add a pledge, add pledge payment, add a pledge write-ff and recurring gift) Cnfigure default recgnitin credit. (is this the planned gift entry?) Sustaining Giving via Credit Card (create cc autmatic payments, cancelling cc payments) Direct Debit (new debit pledges, back acct inf, prcess direct debit files, stp/cancel payrll deductin pledges) Payrll deductin (payrll deductin pledges, prcessing payrll deductin batches, stp/cancel) Planned Gift entry Make adjustments t an unpsted and a psted payment. Payment and Merchant services (is this a BB feature?) Receipting (hierarchy, add/edit receipt templates, add/edit/execute receipt prcesses) GL Psting (is this cvered in depsits? Or is this Purspse and Designatin mapping t GL?) Depsit entry and linking (lcking depsits) Revenue Entry Single Payment While yu will enter mst revenue payments thrugh batch, it is helpful t see hw a single payment is entered frm the Revenue page and the fields that cmprise a payment recrd. 1

2 T Add a Payment: 1. On the navigatin bar, click Revenue. 2. In the Transactins task grup, click 3. Cmplete the fields n the Add a payment windw. 1. In the Applicatin details frame, specify the applicatins t apply the payment and the amunt (r percentage) t apply t each. 2. Click Add t apply the applicatin. 3. On the Payment infrmatin tab, define details related t the payment. 4. On the Marketing tab, enter infrmatin abut the marketing effrt if the cnstituent sent the payment in respnse t a marketing effrt. 5. On the Transactin details tab, select the acknwledgment letter t use t thank the cnstituent fr the payment. 6. Click Save. 2

3 General Infrmatin In the Cnstituent field, search fr the cnstituent wh made the payment. If the revenue is assciated with a returned direct marketing reply device, enter the finder number in the Finder number field. In the Amunt field, enter the ttal amunt f the payment. In the Date field, select the date t assciate with the payment. In the Inbund channel field, select the channel yur rganizatin received the payment thrugh, such as Mail, Phne, r Face-t-face. Mark the Payment is annymus checkbx if the cnstituent requests t make the payment annymusly. Applicatin Details In the Applicatin details frame, yu specify hw t apply the revenue frm the payment transactin. Yu can apply the payment t multiple revenue types. In the Applicatin field, select the revenue type t apply the payment. 3

4 T apply a payment t a dnatin, select dnatin in the Applicatin field, cmplete the fields in the bx belw the Applicatin field and then click Add. T apply a payment t an utstanding cmmitment, such as event registratin fee, pledge r a recurring gift, select the revenue type frm the Applicatin field. In the bx belw the Applicatin field, select the cmmitment t apply the payment t and click Add. Select whether t apply the payment t the utstanding balance r anther amunt f the cmmitment. Select All in the Applicatin field, t see all the utstanding cmmitments fr the cnstituent in the bx belw the Applicatin field. All applicatins added fr the payment display in the grid belw the applicatin bx. T delete an applicatin, select it in the grid and click Remve. T apply a payment t the utstanding cmmitments f anther cnstituent, click Find cmmitment. Yu can apply a payment transactin t multiple revenue types. The fllwing table identifies the different applicatins and includes a descriptin f each. Applicatin Definitin Dnatin A single, ne-time payment in the frm f a gift t yur rganizatin. Pledge A prmise t make a specific ttal amunt dnatin that can be paid in single r multiple payments. Recurring Gift A set amunt f revenue dnated at specified intervals. Recurring gifts d nt require a fixed end date. Once yu create the recurring gift recrd, yu can apply payments each time yur rganizatin receives the revenue. Matching Gift Claim Represents a cnstituent s claim that an rganizatin will make a dnatin based n revenue given by the cnstituent. Event Registratin A payment may be applied tward a registratin fee fr an event. Membership A payment may be applied tward a membership registratin r renewal fee. Planned Gift A philanthrpic gift that is funded either during the dnr s lifetime r after his r her death. The gift is part f a larger estate-planning prcess where the dnr decides hw certain assets are distributed. 4

5 Applicatin Definitin Grant Award A payment may be applied tward a grant award. When yu add the payment, yu select Grant Award as the applicatin type and chse the apprpriate funding request cmmitment t apply the payment t. The prgram autmatically credits the slicitrs n the funding request fr the revenue received based n the default credit rules yu defined. Dnr Challenge Claim A fundraising tl t help increase supprt fr a specific cause. A majr dnr r crprate spnsr can pledge a large sum t challenge the rganizatin t raise a specific amunt frm ther dnrs. When funds are apprved fr a dnr challenge, the matching dnr challenge claim is created fr the cnstituent spnsr. Other Use Other t apply a payment t ther items such as Merchandise sales r a Depsit. When yu select the applicatin f Other, yu als select the type f revenue in the Other type field. 5

6 Payment Infrmatin Tab On the Payment infrmatin tab, yu define details abut the payment. In the Payment methd field, select hw the cnstituent made the payment. Sme fields n this tab vary depending n what payment methd yu select. In the Reference field, enter any special infrmatin abut the payment. In the Ttal benefit amunt field, infrmatin abut default benefits the cnstituent receives fr the payment displays. In the Receipt amunt field, enter the mnetary value t print n the receipt fr the payment. T exclude the payment when yu run a receipt prcess, mark the D nt receipt checkbx. T exclude the payment when yu run an acknwledgement prcess, mark the D nt acknwledge checkbx. Marketing Tab If the cnstituent sends the payment in respnse t a marketing effrt, enter infrmatin abut the marketing effrt used t slicit the payment. 6

7 Yu can search fr a specific surce cde, appeal, r effrt frm the crrespnding fields. When yu enter a surce cde r finder number fr the payment, the prgram may autmatically enter the infrmatin assciated with the surce cde r finder number entered. In the Segment and Package fields, the segment and package assciated with the selected effrt displays. Transactin Details Tab On the Transactin details tab, select the acknwledgment letter t use t thank the cnstituent fr the payment. If yu d nt select a letter n the Transactins Details tab, yu can create acknwledgements fr a grup f cnstituents in the Marketing and Cmmunicatins functinal area. 7

8 Revenue Entry - Batch Enter Data t a Revenue Batch When yu enter data in a revenue batch, yu add r update infrmatin abut the revenue transactins yur rganizatin receives. The Individual, Husehld, Business r Grup tabs, f the Cnstituent Windw frame, display basic infrmatin frm the recrd f the cnstituent assciated with the revenue. The Infrmatin tab displays applicatins and matching gifts assciated with the selected transactin. T Enter Revenue Data in Batch: 1. Open the uncmmitted batch in which t enter data. 2. Enter infrmatin fr each revenue recrd n a separate rw in a data entry grid. T mve frm clumn t clumn, press TAB n the keybard. 3. T save the infrmatin, n the menu bar, click Save. Revenue Batch Data Entry Tasks The data entry page includes tw tlbars: Main and Revenue. The Main tlbar includes buttns that represent cmmn tasks fr batch data entry, such as Save, Custmize Fields, and Validate. 8

9 The Revenue tlbar n the data entry screen cntains several icns that represent cmmn tasks fr revenue batch entry. Apply a Payment t Outstanding Cmmitments When yu add a payment t the batch fr a cnstituent wh has utstanding cmmitments, it can be applied t thse cmmitments. T Apply a Payment t Outstanding Cmmitments: 1. Open the uncmmitted batch. 2. Select the payment in the batch entry grid. 3. Select the Revenue tlbar. 4. Click Apply. 5. Apply the payment t an existing cmmitment r add a new cmmitment. 6. Click OK. If the Apply t cmmitments windw des nt autmatically display, click the Apply icn t display utstanding cmmitments fr the cnstituent. Use the search filter ptin t filter the list f the cnstituent s existing cmmitments. 9

10 On the actin tlbar: Click Add, if the cmmitment yu want t apply the payment t des nt exist. Click Lad cmmitments t search the database fr anther cnstituent t apply cmmitments. Click Aut apply t autmatically apply the payment amunt t the cmmitments that display in the grid. The payment amunt is autmatically applied t the amunt due, starting with the first cmmitment in the grid, until the ttal payment amunt is applied t cmmitments. Select a cmmitment and then click Apply t rw t apply the payment amunt t a specific rw in the grid. T apply the payment amunt t ne f the cmmitments that display in the grid, enter the amunt t apply in the Applied amunt clumn fr the cmmitment. In the additinal applicatin grid, yu can apply any prtin f the payment that is nt applied t cmmitments. Yu can apply it t a dnatin, unapplied matching gift claim, r payment type f ther. Edit Installment Infrmatin When yu enter a pledge r recurring gift in a batch, yu can view and edit its installment schedule. T Edit Installment Infrmatin in Batch: 1. Open the uncmmitted batch in which t edit the installment infrmatin. 2. Select the payment in the batch entry grid. 3. Select the Revenue tlbar. 4. Click Edit installments. 5. Edit the installment schedule as necessary. 6. Click OK. 10

11 On the Installment schedule windw, yu can view r edit the payment frequency, number f installments, date payments are due, date payments start and designatins. The fields and ptins available n the Installment schedule windw depend n whether the revenue type is pledge r recurring gift. The fllwing table describes the items n the Installment schedule windw fr bth revenue types. Windw item Descriptin Cmmitment date Displays the date yu entered in the Date field n the data entry grid. Cmmitment amunt Displays the value yu entered in the Amunt field n the data entry grid. Frequency Select the frequency f the pledge r recurring gift installments. Starting n Enter the date f the first installment. N. installments Enter the number f installments as necessary. Appears when the Revenue type is Pledge. 11

12 Windw item Descriptin Installment amunt Enter the amunt f the installment. The applicatin uses the values entered in the Amunt fields, Installment frequency field, and N. installments field t calculate the amunt f each installment. Ending n Enter the date f the final installment. Appears when the Revenue type is Recurring gift. Date Displays the date each installment is due. Amunt Displays the amunt f each installment. 12

13 Specify Benefits fr a Payment Benefits are gifts r services yur rganizatin gives t cnstituents in respnse t a dnatin. When yu add a payment t the batch, yu can identify any assciated benefits. T Specify Benefits fr a Payment in Batch: 1. Open the uncmmitted batch. 2. Select the payment in the batch entry grid. 3. Select the Revenue tlbar. 4. Click Benefits. 5. Specify the benefits assciated with the payment: 6. Click OK. If the gift has default benefits, yu can: Select Waive benefits if the cnstituent declines the benefits assciated with a gift. Select Ttal benefits if the cnstituent receives benefits fr a gift. The ttal dllar amunt f the benefits the cnstituent receives appears here. If yu select Ttal benefits, enter r update the benefit infrmatin in the Mney benefits grid. If a cnstituent receives a benefit based n a percentage f his r her gift, enter r update the benefit infrmatin in the Percent benefits grid. 13

14 Apply a Transactin t Multiple Designatins When yu receive a transactin, yu must specify hw yu plan t use the revenue and hw it will pst t the general ledger. Designatins represent the specific financial purpses fr transactins. When yu add a transactin t a batch, yu can distribute a single payment amunt between multiple designatins. When yu split a transactin, yu must specify the amunt t apply t each designatin. T Apply a Transactin t Multiple Designatins fr Payments: 1. Open the uncmmitted batch. 2. Select the payment in the batch entry grid. 3. Select the Revenue tlbar. 4. Click Apply. 5. Select whether t apply the ttal by amunt r by percent. 6. In the Additinal applicatins grid, apply the payment t the designatins and indicate the amunt r percent t apply t each. 7. Click OK. Yu can als apply pledges and recurring gifts t multiple designatins. 14

15 T Apply a Transactin t Multiple Designatins fr Pledges r Recurring Gifts: 1. Open the uncmmitted batch. 2. Select the payment in the batch entry grid. 3. Select the Revenue tlbar. 4. Click Split designatins. 5. On the Split designatins windw: Select whether t apply the ttal by amunt r by percent. In the Designatin clumn, search fr and select the designatins t apply the ttal amunt. Enter each designatin n a separate rw. Apply the payment t the designatins and indicate the amunt r percent t apply t each. In the Campaigns clumn, select the campaign t which t apply the revenue. Click Distribute evenly t split the payment evenly acrss all designatins. 6. Click OK. Add a Nte t a Payment Ntes are tls that prvide additinal insight abut a payment in a batch. T Add a Nte t a Payment in Batch: 1. Open the uncmmitted batch. 2. Select the payment in the batch entry grid. 3. Select the Revenue tlbar. 15

16 4. Click Add nte. 5. On the Add nte windw: In the Type field, select the applicable type f nte. In the Date field, enter the date yu add the nte. In the Title field, enter a descriptin t help identify the nte. In the Authr field, search fr the persn wh creates the nte. In the Ntes field, enter any infrmatin r details abut the payment. 6. Click Save. Add a Matching Gift Claim fr a Payment When yu add a payment t a revenue batch, yu can set up a matching gift claim fr the payment as necessary. Blackbaud recmmends yu enter the amunt f the payment in the batch befre yu add a matching gift claim. T Add a Matching Gift Claim fr a Payment in Batch: 1. Open the uncmmitted batch in which t add a matching gift claim. 2. Select the payment in the batch entry grid. 3. Select the Revenue tlbar. 4. Click Matching gifts. 5. Cmplete the fields in the grid n the Add matching gift claims windw: Search fr and select the rganizatin cnstituent that matches dnatins frm the cnstituent. 16

17 6. Click OK. Select the cnstituent s relatinship t the matching rganizatin. Select the matching gift cnditin applicable t the cnstituent s relatinship with the matching rganizatin. The amunt is calculated using the amunt entered fr the payment and the matching gift cnditins specified n the cnstituent recrd f the selected rganizatin. Yu can enter r edit the amunt f the claim as needed. Enter the date t assciate with the matching gift claim. The designatin entered fr the payment in the batch displays in the Designatin field. If yu have nt entered the designatin, search fr and select the designatin. Click the Split designatins icn t distribute the payment t multiple designatins. Specify Recgnitin Credit fr a Transactin The dnr f revenue receives a hard credit fr any ptential tax receipts. In additin t hard credit, recgnitin credit can als be assigned t cnstituent recrds related t the revenue. 17

18 T Specify Recgnitin Credit fr a Transactin in Batch: 1. Open the uncmmitted batch. 2. Select the payment in the batch entry grid. 3. Select the Revenue tlbar. 4. Click Recgnitins. 5. On the Recgnitins windw, cmplete the fields in the grid. 6. Click OK. In the Cnstituent Select the type f recgnitin credit each cnstituent in the grid receives. Search fr and select the cnstituent wh receives recgnitin credit fr the revenue. If multiple cnstituents receive recgnitin credit, search fr each cnstituent n a new rw in the grid. Enter a date t assciate with the recgnitin credit. Enter hw much f the ttal amunt t assign as recgnitin credit t each cnstituent. If yu give full credit t the recgnitin credit recipient, bth the recipient and the giver f the payment receive full credit fr the payment withut duplicating the payment in yur database. Specify Slicitrs fr a Transactin When yur rganizatin receives revenue because f the wrk perfrmed by a slicitr, yu can credit the slicitr n the payment recrd fr the full r partial payment amunt. T Specify Slicitrs fr a Transactin in Batch: 1. Open the uncmmitted batch. 2. Select the payment in the batch entry grid. 18

19 3. Select the Revenue tlbar 4. Click Slicitrs. 5. In the Slicitr clumn, search fr and select the slicitr t receive credit fr the revenue. T credit multiple slicitrs fr the same applicatin, enter each slicitr n a separate rw in the grid. 6. In the Amunt clumn, enter hw much f the ttal amunt t credit each slicitr. 7. Click OK. Matching Gifts A matching gift claim represents a cnstituent s claim that an rganizatin will make a dnatin based n revenue given by the cnstituent. Matching Gift Cnditins On the Organizatin secnd-tier tab f the Organizatin Inf tab, yu can define the matching gift cnditins. An rganizatin that matches gifts may have several types f matching gift cnditins, and the details fr each type may differ. T Add a Matching Gift Cnditin: 1. Open the rganizatin recrd. 2. Select the Organizatin Inf tab. 19

20 3. Select the Organizatin secnd-tier tab. 4. In the Matching gift cnditins frame, click Add. 5. Cmplete the fields and ptins n the Add matching gift cnditin windw. 6. Click Save. In the Type field, select the type f matching gift cnditin. In the Revenue type field, select the revenue type where the matching gift applies. In the Matching factr field, enter the rati the rganizatin matches dnatins fr. In the Matching amunt field, select whether the rganizatin matches the ttal amunt f the gift r nly the tax-deductible prtin. In the Min match per gift field, enter the minimum amunt f gift the rganizatin matches. In the Max match per gift field, enter the maximum amunt f gift the rganizatin matches. In the Max match per year field, enter the maximum amunt f cnstituent annual giving the rganizatin matches. In the Max match ttal field, enter the maximum amunt f cnstituent lifetime giving the rganizatin matches. If the rganizatin des nt have a maximum gift amunt, leave this field blank. In the Apply t grid, select the relatinships where the matching gift cnditin applies, including the jb schedule and career level. Relatinship Cnfiguratin When yu add r edit a relatinship between an individual and an rganizatin, yu can select whether the rganizatin matches the dnatins f the individual. 20 T Cnfigure a Matching Gift Relatinship: 1. Open the individual cnstituent recrd.

21 2. Select the Relatinships tab. 3. Add r edit the relatinship with the matching rganizatin. 4. Mark the The rganizatin will match cntributins fr this relatinship checkbx. 5. Cmplete ther fields and ptins n the Add relatinship windw. 6. Click Save. Pledges and Recurring Gifts A pledge is a prmise t make a dnatin t yur rganizatin. Pledges are cnsidered unrealized revenue and are recrded as revenue and a receivable in the general ledger. A recurring gift is a set amunt f revenue dnated at specified intervals. The field ptins available are similar when yu add a pledge and when yu add a recurring gift. T Add a Pledge: 1. On the navigatin bar, click Revenue. 2. In the Transactin task grup, click Add a pledge. 3. In the Cnstituent field, search fr the cnstituent wh prvides the pledge. 4. In the Amunt field, enter the ttal amunt f the pledge. 5. In the Designatin field, enter the designatin fr the pledge. 6. Define the installment schedule, if applicable. 7. Cmplete any ther necessary fields and ptins n the Add a pledge windw. 8. Click Save. 21

22 Installments In the Installments frame, cnfigure the installment schedule fr the pledge. Optins and Payment Infrmatin In the Optins frame, select whether t pst the pledge t the general ledger and whether t send reminders r an acknwledgement fr the pledge. Yu can als enter infrmatin abut the credit card r direct debit accunt the cnstituent uses t pay the pledge installments. 22

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24 Write Off a Single Pledge When writing ff a single pledge, yu can write ff the entire pledge balance, a single installment, r multiple installments. Yu can als write ff a specific amunt and distribute it ver the remaining installments s the individual payments decrease. T Write ff a Single Pledge: 1. Use Transactin Search t find and pen the pledge recrd. 2. Select the Installments/Write-ff Activity tab. 3. On the Write-ffs actin bar, click Add. 4. Enter the amunt, date, and pst status f the write-ff. 5. Select a reasn cde and enter a descriptin f why yu are writing the pledge ff. 6. Enter the write-ff amunt fr each f the installments in the grid. 7. Select the recgnitin credit ptin if applicable. 8. Click Save. 24

25 Recgnitin Defaults Blackbaud CRM can assign tw different types f credit when prcessing revenue: hard credit and recgnitin credit. The dnr f the revenue receives a hard credit that serves as the basis fr any ptential tax receipts. In additin t hard credit, the prgram can als assign recgnitin credit t cnstituent recrds related t the revenue. With recgnitin defaults, yu can define hw Blackbaud CRM assigns recgnitin credits. There are tw different areas n a cnstituent recrd where yu can cnfigure recgnitin defaults: The cnstituent s Revenue and Recgnitin page The relatinship recrd Revenue Tab The Revenue tab displays infrmatin abut revenue assciated with the cnstituent. Yu can als view and define the cnstituent s recgnitin defaults. T Access a Cnstituent s Recgnitin Defaults: 1. Open the cnstituent recrd. 2. Select the Revenue tab. 3. Select the Recgnitin secnd tier tab. The Recgnitin defaults frm [Cnstituent] frame displays the cnstituents wh autmatically receive recgnitin credits fr dnatins frm the cnstituent. The Recgnitin defaults t [Cnstituent] frame displays the cnstituents whse dnatins autmatically generate recgnitin credits fr the cnstituent. 25

26 T Add a Recgnitin Credit Default fr Dnatins Received frm a Cnstituent: 1. Click the Revenue tab f the cnstituent s recrd. 2. Select the Recgnitin secnd tier tab. 3. In the Recgnitin defaults frm [cnstituent] frame, click Add n the actin bar. 4. On the Add cnstituent recgnitin defaults windw: 5. Click Save. In the Cnstituent field, search fr the cnstituent wh will receive the recgnitin defaults. In the Start date and End date fields, enter the time frame when the selected cnstituent receives recgnitin credit. Select whether t autmatically apply recgnitin credit t each cnstituent fr revenue received frm the ther. Fr each recgnitin credit default selected, enter the recgnitin credit type and match percent t apply. Relatinship Recgnitin Defaults When yu add r edit relatinships between cnstituent recrds, yu can cnfigure recgnitin defaults fr the relatinship. T Cnfigure Recgnitin Defaults n a Relatinship Recrd: 1. Click the Relatinships tab f the cnstituent s recrd. 2. Select the Relatinships secnd tier tab. 26

27 3. Click the expand icn f the relatinship t establish recgnitin defaults. 4. On the actin bar, click Edit. 5. In the Recgnitin credits frame, select whether t autmatically apply recgnitin credit t each cnstituent fr revenue received frm the ther. Fr each recgnitin credit default selected, enter the recgnitin credit type and match percent t apply. 6. Click Save. Revenue Adjustments Befre revenue is psted t yur general ledger, yu can edit infrmatin abut the transactin and its applicatins. T Edit an Unpsted Payment: 1. Open the recrd f the payment t edit. 2. On the explrer bar, in the Tasks actin grup, click Edit payment. 3. On the Edit payment windw, adjust the payment as necessary. 4. Click Save. If the revenue is already psted, yu must create a revenue adjustment s the changes are psted t the general ledger. Since a change t psted revenue affects the general ledger, yu edit the psted payment t generate an adjustment. Blackbaud CRM autmatically creates the adjustment and recrds the change n the payment s Revenue Histry page. 27

28 T Edit a Psted Payment: 1. Open the payment recrd. 2. On the explrer bar, in the Tasks actin grup, click Edit psted payment. 3. On the Edit payment windw, adjust the payment as necessary. 4. On the Adjustment details tab: Enter the dates t assciate with the adjustment and the psting f the adjustment t the general ledger. Specify whether r nt yu want t pst the adjustment. In the Adjustment reasn field, select the reasn cde t explain the need fr the adjustment. In the Adjustment details bx, enter any additinal infrmatin abut the adjustment. 5. Click Save. Payment and Merchant Services 28

29 Receipts Use the Receipts feature in Blackbaud CRM t generate receipts fr payments frm cnstituents. Receipts cnfirm that yu received the gift and help cnstituents track dnatins fr tax purpses. The fllwing graphic represents the prcess fr generating receipts: A. Generate Header File B. Create Receipt in Wrd C. Add Receipt Prcess D. Run Receipt Prcess E. Merge Letter A. Generate Header File Yu generate a header file that includes the merged data fields. Yu select a pre-defined exprt definitin t determine which fields t exprt fr reminders. T Generate a Header File: 1. On the navigatin bar, click Marketing and Cmmunicatins. 2. In the Dnr relatins task grup, click Receipts. 29

30 3. On the explrer bar, click Generate header file. 4. In the Output type field, select either Output frmat r Exprt Definitin. Blackbaud CRM defines the fields t exprt fr each utput frmat. Yu define the fields t exprt fr an exprt definitin. 5. Click OK. If yu selected Output frmat, select an utput frmat. If yu selected Exprt definitin, search fr and select an exprt definitin. 6. Chse t pen the file with Micrsft Excel. 7. Save the header file as a *.csv file, then clse the dcument. B. Create Receipt in Micrsft Wrd The next step in this prcess is t create a receipt in Micrsft Wrd. 30

31 T Create a Letter in Wrd: 1. Open a new blank dcument in Micrsft Wrd. 2. Select the Mailings tab. 3. Click Select Recipients and select Use existing list. 4. Brwse t yur header.csv file, select the file name, and click Open. 5. On the Header Recrd Delimiters windw, click OK. 6. Start typing yur letter. When yu cme t an area where yu want t insert a mail merge field, click Insert Merge Field and select the field t insert. 7. Save and clse the Micrsft Wrd dcument. C. Add Receipt Prcess The receipt prcess sets up the system t search fr revenue recrds t be receipted. This prcess defines the criteria the system uses t create the data file. T Add a Receipt Prcess: 1. On the navigatin bar, click Marketing and Cmmunicatins. 2. In the Dnr relatins task grup, click Receipts. 3. Select the Receipts tab. 4. On the actin bar, click Add. 5. Cmplete the fields and ptins n the Add a receipt prcess windw. In the general sectin cmplete basic infrmatin abut the receipt prcess; including receipt infrmatin, utput type and letter and label templates. 31

32 6. Click Save. In the Receipt numbers frame, select hw the system shuld handle new receipt. In the Criteria frame, select which payments t receipt. In the Results frame, select hw t mark receipted revenue and if yu want t create a select frm the results. D. Run Receipt Prcess After yu add a receipt prcess, yu run the prcess t generate the receipts fr dnrs. T Run a Receipt Prcess: 1. On the navigatin bar, click Marketing and Cmmunicatins. 2. In the Dnr relatins task grup, click Receipts. 3. Select the Receipts tab. 4. Click the expand icn t the left f the receipt prcess t run. 5. Click Start prcess n the frame that appears beneath the prcess name. 6. On the Run receipt prcess windw, make any necessary changes t the fields and ptins. 7. Click Start. 32

33 Once yu run a receipt prcess, the prcess status page displays autmatically. This page cntains the Recent status, Histry, and Jb schedules tabs. The tp half f the page cntains the parameters and prperties fr the receipt prcess. On the actin bar f the Recent status tab, yu can perfrm functins t manage the mst recent prcess. The fllwing table identifies the items available and includes a descriptin f each. Item Descriptin Dwnlad utput file Saves a cpy f the utput file t yur hard drive r netwrk. Merge letter Merges the letters fr yur receipts in Micrsft Wrd. Yu can save the merged receipt dcument n yur hard drive r netwrk. Merge label Merges the data fr yur labels in Micrsft Wrd. Yu can save the merged label dcument n yur hard drive r netwrk. Delete Deletes the mst recent instance f the prcess. Mark receipted Displays if yu d nt mark the Mark letters Receipted when prcess cmpletes checkbx when yu add the prcess. T mark assigned letters fr revenue receipted, click Mark receipted. Click Yes when prmpted. 33

34 Item Descriptin Mark fr re-receipt Marks all payments within a prcess fr re receipt. Enter a reasn, details abut the reasn, and select if yu want the prcess t generate new numbers. Unmark fr re-receipt Unmarks all payments within a prcess fr re receipt. A cnfirmatin message displays. Click Yes. All payments riginally marked fr re receipt are nw unmarked. Clear results Clears the results f the prcess s yu can run a receipt prcess again. E. Merge Letter T Merge the Receipt Letters: 1. On the navigatin bar, click Marketing and Cmmunicatins. 2. In the Dnr Relatins task grup, click Receipts. 3. Select the Receipts tab. 4. Click the name f the prcess t pen the status page. 5. On the Recent status tab, click Merge letter. The receipts merge autmatically in Micrsft Wrd. 6. Save the merged dcument n yur hard drive r netwrk. Nte: Yu can fllw the same prcess n the Histry tab f the prcess recrd t merge letters fr previus prcess runs. Depsits Add Depsit Yu can create depsits t recrd the amunt f cash, check, credit card, r ther payments yu receive and depsit int yur bank accunt. Once yu create an unlcked depsit, yu can add an unlimited number f payments t the depsit. Yu can add depsits n the Treasury page, r directly frm an pen bank accunt. When yu add a depsit n the Treasury page, yu must select a bank accunt t assciate with the depsit. If yu add a depsit directly frm an pen bank accunt, the depsit is assciated with that bank accunt autmatically. 34

35 T Add a Depsit: 1. On the navigatin bar, click Treasury. 2. In the Bank and bank accunts task grup, click 3. In the Accunt name field, click the name f the accunt t pen. 4. On the Register tab, click Add and then select Depsit. 5. On the Add a depsit windw: In the Bank accunt field, select a bank accunt t assciate with the depsit. In the Depsit date field, enter the date the depsit is made t the bank accunt. In the Pst status field, select Nt psted r D nt pst as the pst status fr the depsit. In the Pst date field, enter the date t pst the depsit. In the Reference field, yu can enter additinal text t identify this depsit. This text displays in the Reference clumn f the bank register and can be used when searching fr depsits. In the Number f payments field, enter the prjected number f payments included with this depsit. In the Amunt field, enter the ttal depsit amunt. 35

36 6. Click Save t save the new depsit. Depsit Page All depsits assciated with a bank accunt have a depsit recrd that tracks further details related t the depsit. The depsit recrd includes summary infrmatin as well as several tables n which infrmatin abut the depsit is rganized. The summary infrmatin n the depsit recrd includes the depsit number, depsit date, status, the pst status and date, allwed payment methds, ttal crrectins and refunds, and prjectins fr the depsit. The fllwing table identifies the tabs available n the depsit page and includes a descriptin f each. 36

37 Tab Name Descriptin Payments Displays all payments linked t the depsit. Frm this tab, yu can pen and view, add, link, and unlink payments. Depsit Crrectins Displays crrectins assciated with the depsit. Frm this tab, yu can add a depsit crrectin. Payment Defaults Enter defaults fr payments. Yu can enter defaults fr payment date, payment methd, and amunt. Dcumentatin Add ntes t track helpful r interesting pieces f infrmatin abut the depsit. GL Distributins Displays details fr GL distributins, such as the transactin type and the GL accunt number Edit Depsit Yu can edit depsits n the Depsit page. Fr example, yu may want t change the pst status r the prjected number f payments. T edit depsit infrmatin, click Edit depsit under Tasks in the explrer bar. Edit Depsit Number Yu can edit a depsit number n the Depsit page. When yu add a new depsit, Blackbaud CRM generates a depsit number autmatically. Yu can use the Edit Depsit Number functin n the Depsit page. T edit a depsit number, click Edit depsit number under Tasks n the explrer bar. On the Edit depsit number screen, enter a new number in the Depsit number field. 37

38 Edit Allwed Payment Methds Yu can edit payment methds allwed fr a depsit n the Depsit page. T edit payment methds fr a depsit, click Edit allwed payment methds under Tasks in the explrer bar. On the Edit allwed payment methds screen, select the checkbxes fr each payment methd the depsit will accept. Yur chices include check, cash, credit card, and ther. Lck/Unlck Depsit Yu can lck r unlck a depsit n the Depsit page. When a depsit is lcked, yu cannt edit the depsit, add payments t the depsit, link payments t the depsit, unlink payments t the depsit, r edit r delete payments linked t the depsit. T Unlck/Lck a Depsit: 1. On the depsit recrd, click Lck depsit under Tasks in the explrer bar. The Depsit status n the Depsit page changes t lcked. 2. T unlck the depsit, click Unlck depsit under Tasks in the explrer bar. 38

39 Delete a Depsit Yu can delete a depsit at any time, regardless f status. If yu delete a depsit with linked payments, thse payments will be unlinked, but nt deleted. Once a depsit is psted, hwever, it cannt be deleted. T Delete a Depsit: 1. On the depsit recrd, click Delete depsit under Tasks n the explrer bar. OR 2. On the bank accunt Register tab, select the rw f the depsit transactin in the grid t delete. 3. Click Delete n the actin bar. Depsit Crrectin Tab On the Depsit Crrectins tab, yu can add a crrectin t an existing depsit. Yu can add a crrectin s that the depsit amunt reflects the actual amunt f cash taken in. T view a depsit crrectin, select the crrectin in the Depsit crrectins grid and click G t depsit crrectin n the actin bar. The Depsit crrectin page displays where yu can edit r delete the crrectin and wrk with the Dcumentatin and GL Distributin tabs. T Add a Depsit Crrectin: 1. Open a depsit recrd. 2. Select the Depsit Crrectins tab. 3. Click Add n the actin bar. 39

40 4. In the Date field, select the date f the crrectin. 5. In the Crrectin type field, select the reasn fr the depsit crrectin. 6. In the Amunt field, enter the amunt f the crrectin. 7. In the Methd field, select the payment methd yu want t crrect. 8. In the Reference field, enter any additinal text t explain the significance f the crrectin. 9. Click Save. T Edit a Depsit Crrectin: 1. Open a depsit recrd. 2. Select the Depsit Crrectins tab. 3. In the Crrectin type field, click the crrect type t edit. 4. On the Tasks grup n the explrer bar, select Edit depsit crrectin. 5. On the Edit depsit crrectin windw, make the crrectins. 6. Click Save. T Delete a Depsit Crrectin: 1. Open a depsit recrd. 2. Select the Depsit Crrectins tab. 3. In the Crrectin type field, click the crrect type t delete. 4. In the Tasks grup n the explrer bar, select Delete depsit crrectin. 5. Click Yes. Link Payments t Depsits Payments must be linked t a depsit befre they can be psted. Payments can be linked t depsits in several ways: Using the Payments tab f the depsit recrd Using the Link multiple payments task n the Treasury page 40

41 Using the create depsits prcess Link Payments Yu can link multiple payments t a depsit via the Treasury page r via an unlcked depsit recrd. T Link Payments t a Depsit: 1. On the navigatin bar, click Treasury 2. In the Transactin task grup, click 3. Cmplete the fields n the Link multiple payments windw: In the Depsit field, click the magnifying glass icn t search fr and then select a depsit yu want t link the payments t. Under Unlink payment filters, set filters t display nly the payments yu want t view. And then, click Apply again t refresh the list f payments t include nly thse that meet the new filter criteria. Use the Batch number filter t display payments frm a particular batch. T lcate an existing batch, click the magnifying glass icn t access the Batch Search screen. Use the Applicatin type filter t display payments by applicatin type, such as Dnatin r Matching gift. Use the Added by filter t display payments entered by a specific persn. Select the date r date range t use t filter payments. When yu select Specific date, use the Start date and End date filters t display payments fr a specific date range. In the Reference field, enter additinal infrmatin as reference fr this depsit. 41

42 In the Payment methd field, select a payments methd t display payments made with that The Unlinked payments tab lists all the payments in the system that are nt currently link t a depsit. The Linked payments tab lists the payments yu intend t link t the depsit. On the Unlinked payments tab, use the Link Selected buttn t mve payments frm the Unlinked payments grid t the Linked payments grid. Yu can use the Link All buttn t mve all payments t the Linked payments grid. 4. Click Save. Additinally, n the Linked payments tab, Use the Unlink Selected buttn t remve payments frm the Linked payments grid. Yu can use the Unlink All buttn t remve all payments Click t select the payments yu want t link t the depsit and click the Link Selected buttn t mve the payments t the Linked payments tab. The fllwing table identifies the tabs available n the link payment screen and includes a descriptin f each. Unlink a Payment Yu can unlink payments frm depsits with an unlcked status that have nt been psted. Yu cannt unlink payments frm depsits with a lcked status, r if the assciated bank accunt is clsed. T Unlink a Payment frm a Depsit: 1. On the navigatin bar, click Treasury. 2. In the Transactin task grup, click Depsit Search. 3. Search and pen the unlcked depsit recrd. 4. In the Payments grid, click the expand icn next t the payment r multiple payments yu want t unlink. 5. Click Unlink n the actin bar. 6. Click Yes n the cnfirmatin windw. Revenue Histry A revenue recrd s Revenue Histry page prvides an audit trail f adjustments made t the revenue. 42

43 T Access a Revenue Recrd Histry: 1. Open the recrd f the payment t view the histry fr. 2. On the explrer bar, in the Mre infrmatin task grup, click Histry. Revenue Reprts Revenue reprts help yu evaluate the financial psitin f yur rganizatin. Giving Detail Reprt The Giving Detail reprt includes ttals f revenue received within a date range fr each designatin. The data included in the reprt depends n the parameters yu select. T Generate a Revenue Detail Reprt: 1. On the navigatin bar, click Revenue. 2. In the Reprts task grup, click 3. Click Include and select the recrds t include. 4. T nly include revenue fr a specific designatin, search fr a designatin in the Designatin field. 5. T nly include revenue fr a specific campaign, search fr a campaign in the Campaign field. 6. T nly include revenue fr a specific appeal, search fr an appeal in the Appeal field. 7. Enter the date range t view detailed revenue infrmatin fr. 8. Click View reprt. Adjusted Revenue Reprt The Adjusted Revenue reprt prvides infrmatin abut the adjustments made t all psted revenue during a specified perid f time 43

44 T Generate an Adjusted Revenue Reprt: 1. On the navigatin bar, click Revenue. 2. In the Reprts task grup, click. 3. In the Date field, select the date range. 4. Click View Reprt t generate and display the reprt. Revenue Recgnitin Credit Reprt The Revenue Recgnitin Credit Reprt allws yu t make sure recgnitin credit has been assciated with revenue crrectly. T Generate a Revenue Recgnitin Credits Reprt: 1. On the navigatin bar, click Revenue. 2. In the Reprts task grup, click 3. In the Selected revenue frame, click Include and select the revenue recrds t include. 4. Click Include and select the cnstituent recrds t include. 5. Enter the date range t view detailed revenue infrmatin fr. 6. T nly include recgnitin fr a specific appeal, search fr an appeal in the Appeal field. 7. T nly include a specific recgnitin type, select the type in the Recgnitin type field. 8. T nly include recgnitin fr a specific designatin, search fr a designatin in the Designatin field. 9. T nly include recgnitin fr a specific campaign, search fr a campaign in the Campaign field. 44

45 10. Click View Reprt. Matching Gift Claim Summary Reprt The Matching Gift (MG) Claim Summary reprt, displays infrmatin abut a specific set f matching gift claims, based n a query selectin that yu define. T Run the Matching Gift Claim Summary Reprt: 1. On the navigatin bar, click Revenue. 2. In the Reprts task grup, click 3. In the Cnstituent query field, search fr the query selectin cntaining the recrds t include in the reprt. 4. In the Date field, select the date range. 5. Click View Reprt. Giving List Reprt The Giving List reprt is a flexible tl that allws yu t view revenue and ther related infrmatin in many different ways t best suit yur needs T Run the Giving List Reprt: 1. On the navigatin bar, click Revenue. 2. In the Reprts task grup, click 3. Click Summary Infrmatin at the tp f the reprt t select the infrmatin t include. 4. Click Amunt raised and Amunt received t cnfigure each ptin t include different types f cmmitments and payments. 45