Download donations - single transaction process
When you use the single transaction process, you select each row individually to match the donor with an existing Raiser’s Edge record or add the donor as a new record in the database.
|
1.
|
From the NetCommunity page in The Raiser’s Edge, click Donations. The Donations Transactions screen appears. |
Note: Donation transactions create a gift batch in The Raiser’s Edge. From Tools, Transaction Options, you can select batch options before you process a donation. The batch screen does not appear until you process the donation. For more information, see Step 14 in this procedure and Assign a batch for transactions.
|
2.
|
On the Donations tab, select the row to process by clicking in the Donor Information column. The Constituent Linking frame appears on the right and defaults to the Record Linking tab. |
Tip: This tab is called Assigned Donations when transaction assignments are enabled. If transaction assignments do not apply to a transaction, an Unassigned tab may appear. Follow the same steps in this procedure to process transactions on these tabs. For information about transaction assignments, see Transaction Assignments.
The Gift Information column displays the donation amount, the gift date, fund, and source (or appeal). If you support multiple currency types, review the following.
|
•
|
If a gift amount has been converted to your local currency, the converted amount displays in “( )” in the Gift Information column. |
|
•
|
Exchange rates are established in Raiser’s Edge Configuration. For more information, see The Raiser’s Edge Configuration & Security Guide. To map currency types for Blackbaud NetCommunity, see Currency Configuration. |
|
•
|
In Blackbaud NetCommunity Administration, add an IATS merchant account for each currency type. |
The Transaction Date/Status column on the Donations tab defaults the date the user submitted the donation on your website. The checked out status also appears in the column. When a Raiser’s Edge user is processing the transaction, Checked out by and Checked out on information displays. If a Raiser’s Edge user is not processing the transaction, Not Checked Out displays.
|
3.
|
In the Constituent Linking frame on the right, data from Blackbaud NetCommunity appears in the Transaction Data box. If your Constituent Matching options match a Raiser’s Edge record, Raiser’s Edge data appears in the Linked Constituent box and the Auto-matched indicator appears. To open the Raiser’s Edge record for the user, click Open Constituent. |
Tip: If duplicate records are found {Duplicates Found} appears in the RE Constituent column. The search method is based on the settings in the Constituent Matching option. For more information, see Constituent Matching.
If you are sure the website user is the matched Raiser’s Edge constituent and do not need to change the transaction, proceed to the Transaction Constituent Code step. If the records in the Constituent Linking frame match and you want to review or make changes to the transaction, click Find Constituent above the Transaction Data box. A screen appears to view additional data the user submitted on your site.
If the Linked Constituent box is blank, you must link the website user with an existing Raiser’s Edge record or create a record for the user. For more information, see the next step.
|
4.
|
To search for an existing Raiser’s Edge constituent, click Find Constituent. |
Tip: If the Linked Constituent box does not have an indicator or if Auto-matched appears above the box, the Find Constituent button appears. If Linked appears above the box, the Edit Profile button appears.
A NetCommunity Transaction screen appears.
|
a.
|
If the user entered information in the applicable section on the donation form, the Biographical, Preferred Address, and Primary Business tabs appear. On these tabs, select any fields in the Search Field column to use to process a Raiser’s Edge search. |
The fields that default with a checkbox in the Search Field column are the fields selected in the Constituent Matching option.
Note: We recommend you use only the most useful criteria fields to search for a record. Adding too many criteria information may actually prevent you from locating a record. To clear all fields, click Clear Search Criteria.
|
b.
|
To include inactive Raiser’s Edge records in your search, select Display inactive constituents. |
|
c.
|
To include deceased Raiser’s Edge records in your search, select Display deceased constituents. |
|
d.
|
To search by exact criteria, select Exact match only. For example, if you select the checkbox to search for William Adamson’s record and enter “Will Adamson,” the program does not return his record because the search looks for an exact match for “William Adamson.” If you clear the checkbox, the program initiates a “begins with” search that returns the record. We recommend you use this checkbox to narrow a large list of results. |
|
e.
|
To begin the search, click Find Now. Results appear in the grid at the bottom of the screen. |
Results in this grid cannot exceed 100 records. Records with Has no valid address selected in The Raiser’s Edge are included in the search results.
|
f.
|
If a record matches, select the row and click Link Constituent, Choose Selected Constituent. |
Note: If you edited the user’s data in the New Value column, a message appears notifying you that the download transaction has changed. To add your changes to The Raiser’s Edge, click Yes.
If an existing record does not match the donor, click Link Constituent, Create New Constituent. For information about creating new constituents, see the next step.
|
5.
|
To create a record in The Raiser’s Edge, click Create New, Create Constituent in the Constituent Linking frame. Linked appears above the Linked Constituent box. A record has been created in The Raiser’s Edge for the user. |
|
a.
|
To edit data the website user entered, click Create New, Create New and Edit. A screen appears to compare existing Raiser’s Edge data with the donor information. If the user entered information in the applicable section of the donation form, the Biographical, Preferred Address, and Primary Business tabs appear. You can process each tab individually or all at one time. |
|
b.
|
For each field to update on the Raiser’s Edge record, select Process. If you clear Process for a field, the data does not download to The Raiser’s Edge. |
|
c.
|
Information provided by the user during the donation appears in the New Value column. To edit data a user entered, make changes in the appropriate row in this column. |
Tip: New table entries appear in bold. If you have appropriate rights, you can create a Raiser’s Edge table entry from this screen, or you can click in the row of the New Value column to select an existing table entry. To keep data consistent, it is important to try to use existing table entries.
|
d.
|
Select the remaining applicable transaction options for the tab. After you are done, click Save and Close. The screen closes and you return to the Constituent Linking frame. Linked appears above the Linked Constituent box. |
|
6.
|
In the Transaction Constituent Code frame, the constituent code selected on the part appears in the field. You can change or remove the constituent code in this field. This constituent code downloads to the Bio 2 tab of the constituent record. However, the constituent code does not duplicate if it already exists on the tab. |
If the constituent codes in the Transaction Constituent Code frame and the New Constituents option are the same, the constituent codes do not duplicate on the Bio 2 tab. If the constituent codes are different, both codes download to the constituent record. For more information about the option, see New Constituents.
|
7.
|
In the Organization Linking frame, in the Transaction Data box, view organization information for a corporate gift. |
Note: The Organization Linking frame appears only if the donation is a corporate gift.
|
a.
|
To search for an existing Raiser’s Edge organization record, click Find Organization. |
|
b.
|
To create an organization record in The Raiser’s Edge, click Create New. An Auto-matched indicator appears above the Linked Organization box. A record has been created in The Raiser’s Edge for the organization. |
|
c.
|
To link the new record, click Open Linked. The organization record appears in The Raiser’s Edge. On the Raiser’s Edge toolbar, click Save and Close. You return to the Organization Linking frame. Linked appears above the Linked Organization box. |
|
8.
|
In the Tribute Linking frame, in the Transaction Data box, view tribute information if the donation was made in honor or memory of another person. |
Note: The Tribute Linking frame must meet several conditions to appear. Your organization must use The Raiser’s Edge Honor/Memorial Tracking and you must select to include tributes on the Donation Form part. Lastly, the website user must submit tribute information on your site for the frame to appear.
|
a.
|
To search for an existing Raiser’s Edge tribute, click Find Tribute. |
The Link Tribute Information screen appears. The Tribute Information from Transaction, Linked Tribute Information, and Acknowledgee data defaults from the website.
|
b.
|
In the Honor/Memorial field, click the binoculars to search for an existing Raiser’s Edge honor/memorial record. |
|
c.
|
In the Tribute field, select a tribute type from The Raiser’s Edge. |
|
d.
|
In the Acknowledgee box, to link the acknowledgee to a Raiser’s Edge relationship record, press F7. A screen appears for you to link to an existing record in The Raiser’s Edge. If the acknowledgee does not have an existing record, return to the Link Tribute Information screen. When you click OK on this screen, a new relationship record is created for the acknowledgee. |
After you link the acknowledgee to a Raiser’s Edge record, acknowledgee information appears in the Linked Record box.
|
e.
|
To return to the Tribute Linking frame, click OK. Tribute data from The Raiser’s Edge appears in the Linked Tribute box. Linked appears above the box. |
|
f.
|
To create a tribute record in The Raiser’s Edge, click Create New Tribute. Linked appears above the Linked Tribute box. A record has been created in The Raiser’s Edge for the tribute. |
|
9.
|
In the Fund Linking frame, in the Transaction Data box, view the fund information for the donation. If there is a match for the fund the user entered on your website, a link is established to the Raiser’s Edge fund in the Linked Funds box. |
If the Transaction Data column lists multiple funds, the donor made a split gift. To view split gift details, click Find Funds. A Gift Fund Details screen appears with Fund, Description, and Amount information.
|
a.
|
If the fund is not matched, click Find Funds to search for an existing Raiser’s Edge fund. The Gift Fund Details screen appears. |
|
b.
|
In the Fund column, press F7 on your keyboard. The Open screen appears. |
|
c.
|
Search for the fund to link to the transaction. If the fund does not exist, click Add New to create a fund record in The Raiser’s Edge. |
|
d.
|
To return to the Fund Linking frame, click OK. Fund data from The Raiser’s Edge appears in the Linked Funds box and a Linked indicator appears above the box. |
|
10.
|
If the donation is a direct debit transaction, the Bank Linking frame appears. In the Transaction Data box, view the bank information for the donation. |
If there is a match for the bank the donor entered, a link is established to the Raiser’s Edge bank in the Linked Bank box and a Linked indicator appears above the box.
Tip: Bank information downloads to the Relationship tab on the constituent record.
|
a.
|
If the bank is not matched, click Find Bank to search for an existing Raiser’s Edge bank. The search screen appears. |
|
b.
|
Search for the bank to link to the direct debit. If the bank does not exist, click Add New to create a bank in The Raiser’s Edge. |
|
c.
|
To return to the Bank Linking frame, click OK. Bank data from The Raiser’s Edge appears in the Linked Bank box. Linked appears above the box. |
|
11.
|
In the Matching Gift Linking frame, in the Transaction Data box, view matching gift information for the donation. |
The program attempts to link the matching gift company name with an existing Raiser’s Edge organization record. Due to potential data entry inconsistencies, make sure the correct company is in the Transaction Data box.
|
a.
|
Depending on how you add matching gifts to The Raiser’s Edge, do one of the following to process the matching gift data from the website. |
If the user did not enter a company, and if you are aware the user works for one, select a matching gift company. Click Manage Matching Gifts. On the Matching Gift Pledges screen, click Add.
If the company does not have an organization record in your Raiser’s Edge database, create one.
If the donor entered a company name but you do not use MatchFinder Online, search to see if the company has a record in The Raiser’s Edge. Click Manage Matching Gifts. The Matching Gift Pledges screen appears. To select a Matching Gift Company from your Raiser’s Edge database, click the ellipsis. If the company does not have an organization record in your database, create one.
Enter the Pledge amount. After the organization is associated with a Raiser’s Edge record, the Add this company as an organization relationship for checkbox enables. Select this to add the company as a relationship record for the donor. To include additional matching gifts, in the Additional Matching Gift Pledges frame, click Add.
If a donor enters a company and you use MatchFinder Online, check if the company has a record in The Raiser’s Edge. Click Manage Matching Gifts. The Matching Gift Pledges screen appears with additional features. To select the Matching Gift Company from your Raiser’s Edge database, click the ellipsis. If the company does not have an organization record in your database, create one. To access MatchFinder Online and review the company’s matching information, click Lookup. Enter the Pledge amount. After the organization is associated with a Raiser’s Edge record, you can select to Update this company with details from MatchFinder Online. To add the company as a relationship record for the donor in The Raiser’s Edge, select Add this company as an organization relationship for. To view the company’s matching details from MatchFinder Online, click Details. To include additional matching gifts, in the Additional Matching Gift Pledges frame, click Add.
|
b.
|
To return to the Matching Gift Linking frame, click OK. Linked appears above the Linked Matching Gifts box. If you created a new record, an organization record has been created in The Raiser’s Edge for the matching gift. For more information about matching gifts in The Raiser’s Edge, see the The Raiser’s Edge Gift Records Guide. |
|
c.
|
If the donor did not enter a company in the Matching Gifts section on your donation page, the Matching Gift Pledges frame appears. You can select a matching gift company if you are aware the donor works for one. To do this, click Add. If the company does not have an organization record in your Raiser’s Edge database, you must create one. |
|
d.
|
To return to the Matching Gift Linking frame, click OK. Linked appears above the Linked Matching Gifts box. If you created a new record, an organization record has been created in The Raiser’s Edge for the matching gift. For more information about matching gifts in The Raiser’s Edge, see the The Raiser’s Edge Gift Records Guide. |
|
12.
|
In the Pledge Linking frame, in the Transaction Data box, view the original pledge information for the selected pledge payment. |
When a website user makes a pledge payment from the Transaction Manager part in Blackbaud NetCommunity, the program automatically links the payment to the selected pledge. For information about the Transaction Manager part, see the Parts Guide.
Note: You must access the pledge payment in Batch in The Raiser’s Edge after you process the transactions to unlink the payment. For information about how to manage payment transactions in Batch, see The Raiser’s Edge Batch Guide.
|
13.
|
To view gift attribute information, select the Transaction Information tab. In the Gift Attributes frame, view attributes. For information about processing attributes, see Process attributes. |
Tip: If this tab does not appear, the user did not select attributes on the donation page.
When you download a gift to The Raiser’s Edge from Blackbaud NetCommunity, some gift attributes may add automatically to the gift record. These attributes include NetCommunity Comments, NetCommunity Corporate Donation Contact, NetCommunity Email Source, NetCommunity Email Source ID, NetCommunity Page, and NetCommunity Page ID. You do not view these gift attributes on the Transaction Information tab. After the gift is downloaded to The Raiser’s Edge, you can view the information on the gift record.
|
14.
|
To view origin information for the donation, select the Details tab. In the NetCommunity Details frame, information appears such as the NetCommunity User and the NetCommunity Page where the transaction occurred. In the Transaction Details frame, information appears such as The Raiser’s Edge user that downloaded the transaction to the NetCommunity page and The Raiser’s Edge user currently using the transaction. |
|
15.
|
To download the donation, click Process Transaction. |
To save your information but not process the transaction, click Process Transaction, Save Changes. You can process the transaction at another time.
The message “Batch # [ ] was created. Do you want to open the batch now?” appears.
Note: The batch number is determined by the selection from the Tools, Transaction Options menu. In Transaction Options, you can create a batch or use an existing batch for donations. For more information, see Assign a batch for transactions.
|
16.
|
To view the gift in batch, click Yes. The batch screen appears. After you view the gift, to close the batch, click Close. |
Note: You must commit a batch to process gifts to The Raiser’s Edge records. Batch exceptions may occur for any problem found in the batch. These appear either on the Validate Batch screen or when you commit the batch to the database. For more information, see The Raiser’s Edge Batch Guide.
If you do not want to view the gift in the batch, click No.
|
17.
|
You return to the Donations Transactions screen. To confirm the donation was included in the correct batch, view the Current Batch Number indicator in the lower left corner on the Donations Transactions screen. |
|
18.
|
Repeat this procedure to process other individual transactions on the Donations Transactions screen. |
Tip: To make sure you have the latest information from the website, click Refresh.
|
19.
|
To delete a donation you do not want to process, select the row and click Delete Transaction. |
A confirmation message appears. Click Yes.