Development Gift Batch Transactions

The Development/Fundraising Batch Entry window allows you to add gifts to batches and proof batch transactions prior to distributing them to the constituent ledger. You may split gifts between two constituents which are marked as an active joint relationship.

Note: Mail Merge Export and Email Activities created from the batch will be considered Ledger Correspondence. This is important to know when you access Development >Reports >Correspondence. These activities will only display in the Ledger Correspondence report section. Mail Merge Export and Email activities created directly on the constituent’s account will be considered Constituent Correspondence and will only display in the Constituent Correspondence report section.

To add a gift transaction (donations already collected) to a batch:

Access the Development/Fundraising Batch Entry window by clicking Development >Batch. The Development/Fundraising Batch Entry window opens with the Batch List displayed.
Double-click the gift batch to which you wish to add a transaction, or create a new gift batch, and then double-click that batch to open the Batch Detail window. Any transactions already residing in this batch display. If none display in the data grid, then no transactions have been added to this batch yet.
Right-click in the data grid to open a constituent selection form. Use any of the available criteria to locate constituents, and then click Find. A list of constituents displays. Double-click the appropriate constituent record to open the Gift Entry window.
If the constituent has Unpaid Pledges, a button marked "Unpaid Pledges" displays on the window and an alert dialog box opens. Click OK on the alert dialog box to continue entering the transaction. Click to access a list of the constituent's unpaid pledges. If the gift is to be made as a pledge payment, click Unpaid Pledges to access a list of the constituent's unpaid pledges, then double-click the appropriate pledge to attach it to the record. The donation amount is automatically populated. If there are no unpaid pledges, or if the gift is not to be payment of an unpaid pledge, then continue with the steps below.
Payments may also be made for the any other constituent’s pledges. If the gift is to be made as a pledge payment for another constituent’s pledge, click the Unpaid Pledges Lookup button to open a constituent selection form. Use any of the available criteria to locate constituents, and then click Find. A list of constituents displays. Double-click the appropriate constituent to access a list of the constituent's unpaid pledges, double-click the appropriate pledge to attach it to the record. The donation amount is automatically populated. If there are no unpaid pledges for the other constituent, or if the gift is not to be payment of an unpaid pledge, continue with the steps below.
Select the appropriate Record Type from the list.

Cash - Monetary gift such as Cash, Check, Stocks, Bonds, etc.
Non-cash - Non-monetary gift such as a vehicle, services, etc. Non-cash Record Types may be entered with zero dollar amounts.

Select the appropriate Campaign towards which this gift will apply (Campaign Type glossary table).
Enter the Gift Date, if different from the default of today.
Enter the Donation Amount. The Tax Deductible Amount is automatically populated when you exit the Donation Amount field. If the tax deductible amount is different, enter the correct amount.
The Receipt Number field will be automatically populated with the receipt number assigned when a receipt is printed.
If the constituent is paying by check, enter the check number.
Select the Gift Type (Gift Type glossary table), Gift Source (Gift Source glossary table), Restriction Type (Gift Restriction Type glossary table), and Appeal Code (FundAppealCode glossary table).
If the constituent wishes to give the gift anonymously, click the box next to Anonymous.
If you want to create an activity for generating a Thank You letter, click the box next to Thank You.
Enter any Notes.
If a Soft Credit transaction should be created for other constituents who are listed as a Joint Account with the donor, select Joint Gift. The Enable Auto Joint Credit option must be set and a percentage greater than zero entered in Soft Credit Pct on the CAMS Manager >Configuration >Development tab.
Click Add to save the gift, or Cancel to exit without saving.
The Payment button can be used to process credit card or ACH payments. This functionality works in conjunction with the Online Payment Provider that is set up in Portal Configuration. This button will be disabled if your institution does not use an Online Payment Provider or if the Online Payment Provider uses page redirection to process payments. Click the Payment button to open the Payment Parameters detail window.

After clicking the Make Payment button, users will be presented with a pop-up message indicating the payment is approved or why the payment was not approved.
Clicking OK on the approved pop-up will present the user with the option to print a receipt.

Note: Current Payment Providers that may be used in Development Batch: PayPal Payflow Pro^® and YourPay^®.

Note: When adding a new gift and attaching the gift to an existing pledge, the system will mark the pledge status to CLOSED if the sum of the attached gift(s) is equal to or greater than the pledge amount.

If a batch gift is deleted, the system will check to see if the pledge needs to be reopened. A pledge can only be reopened if the Pledge Status = “CLOSED”. A Cancelled pledge will never be reopened.

Note that this process only works on individual transactions. If an entire batch of gifts is deleted the pledges will not be adjusted.

Adding gifts directly to the ledger will also check to determine if the pledge can be closed.