Fast Data Entry for Giving and Dues

Fast Data Entry mode is accessed via its own item in the Millennium Explorer, within the Profiles World. The item expands to show the items Dues Entry and Gift Entry. When you click on the desired item, a constituent Search form will automatically be presented.

Millennium has an option for creating Giving Transactions called Fast Data Entry. In this mode, the system automatically filters the display to show only Expectancies, Pledges, Sustainer Pledges, Pledge Potentials, and Match Pledge Transactions with an unpaid balance remaining, or those created with an unspecified amount ($0). These transactions are shown in Short display mode. This allows the operator to focus on those transactions to which payments may be applied, or to enter new transactions of any transaction type.

When working in this mode, you may either use the Insert button to create the transaction and roll immediately to a new Constituent Search form, or you may use the Display button to create the transaction, display it in detail mode, and use the Search button on the display of the transaction to roll to a new Constituent Search form. In either case, the process will continue until you switch out of Fast Entry Mode to a different table display.

This mode of giving data entry is most efficient if the source data that will be used for input (such as gift tickets or other documentation that has been returned from the constituent) is first sorted. Documents should be organized so that transactions with similarities are entered together so that the default definition can be defined to supply as much information as possible. At the same time, the more complex transactions should be separated from the group, for entry using the standard Giving data entry techniques.

For example, if the transactions to be created had sufficient information in common, the operator could conceivably define the default to show everything but the amount, and then key in the ID number and Enter, then the amount and Enter, and do so repeatedly until it was necessary to alter the default definition.

This mode of Giving data entry is not the best choice for more complex transactions such as those that are also to be credited to other constituents, that are being paid by other constituents, that are given in honor of others, that have Deductible, Net Present Value or Asset Amounts that you want to manually override, that were given in foreign currencies, etc. Such transactions must be entered using the standard Insert or Default forms.

When a constituent is identified, the display area will show that constituent's name followed by the Gift or Dues Section Header. Any transactions that are displayed are automatically shown in Short mode.

Below the section header, any open pledge transactions (those with a remaining balance or those that were created as 'unspecified' - created with an amount of $0) are shown in Short display mode. Expectancies, Pledges, Sustainer Pledges, Pledge Potentials, and Match Pledge Transactions will be shown in this display. The Payment schedule icon and the Post Payment icon are available, and they function as they do in the standard display. By showing only Pledges with a balance, the process of locating the correct pledge (to which you want to apply a payment) is streamlined.

If you plan to create a transaction other than a pledge payment, you will use the insert form that is shown below the display of the pledge transactions. The standard Fast Data Entry form is an abbreviated version of the standard insert form, containing only the following columns:

Type

Amount/Balance

Effective Date

Solicitations

Batch Number

Tender

Purpose

Multiple Allocation

Campaign

Campaign Year

Spouse: Joint, Credit

Special: Post Match, Anonymous, Quid Pro Quo, Secure

Solicitor:Default

You may add or remove fields via the Profiles version of the Custom Display Designer.

When the form is presented, it will automatically contain data in accordance with your active default definition for the Gift or Dues data table. This definition can be created or edited via the Option button in the edit button of either the standard Giving display or the Fast Data Entry display. However, if you want to switch from one default definition to another, you must return to the standard Giving Display,select Choose Default from the Section Header edit button context menu, and then select the default definition that you want to make the active one.

If your default definition includes data for fields that are not included in the abbreviated insert form used in Fast Data Entry, that data will be ignored in the creation of the transaction. (What you see on the form, is what you will get in the new transaction.) The cursor will automatically be positioned in the Total Amount text box.

All of the text boxes, list boxes or check boxes are active and available for the entry of new data, or the editing of the data that is shown by default. You may tab or click from box to box to perform edits as appropriate. When the data that is shown in the form is as you want it to be, you may tab to place the focus on the Insert or Display button and use the Enter key to create the transaction. Note to IE users: If the cursor is in a text box or check box (not a list box), the Enter key can be used to execute the Insert without the need to tab to place the focus on that button.

If you have activated the Multiple Allocation, the Post Match, or the Quid Pro Quo check boxes, the system will automatically present the active default version of the insert forms you have chosen. These forms look and behave exactly as they do in standard Giving Data Entry. You may enter data or edit that default data as desired.

When these options have been completed, the system will proceed, based on whether you clicked Insert, or Display.

Insert - The system automatically presents a new constituent Search form so that the next transaction can be created. This process will continue until you leave the Fast Data Entry mode.

Display - The system inserts the transaction then automatically displays that one transaction in Detail Display Mode, allowing you to confirm that the transaction was created as you intended. Below the display, a Search button is available for you to use to proceed with the Fast Data Entry process. When you click on Search, a new constituent Search form will then display so that the next transaction can be created.

With each transaction, you have the option of using the Insert or Display button.

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