Gift and Dues Data Display

Access the Giving display by using Millennium Explorer, Profiles>Giving>Giving Detail.

Access the Dues display by using Millennium Explorer, Profiles>Giving>Dues Detail.

Giving information is stored and displayed in a way that is somewhat different than the behavior of other data tables in Millennium. The following gives Background Information which explains the way that Giving information is stored and then retrieved for display.

There is a single display pattern that is followed by both the Giving and Dues tables. It is collectively referred to as 'Giving Display, and it will be described using the Giving table as the example. Keep in mind that the Dues table behaves in exactly the same ways.

Giving Display Concepts

In other data tables, each data row is displayed as a distinct unit, set apart from any other rows in that table by separator bars. Any secondary rows that are linked are also displayed as distinct rows following the display of the primary row. Each set of secondary rows will have its own header and each of those rows is set off by smaller separator bars. Those patterns of behavior are described in the topic, Data Display.

In the Giving tables (both Giving and Dues) the display does not follow the pattern of one-to-one correspondence between the data rows as they are stored and as they are displayed. The display of a single "donation" is often a composite, using information from multiple rows. This may include Allocation data from multiple Gift rows that are linked together as a single gift. It may also include data from Secondary Table rows that are attached to the primary row, such as data from the Credit Card, Securities, Correspondence, Gift in Kind, etc. The system will automatically integrate all of the information into a single display, rather than showing the data as distinct primary rows with attached secondary rows.

This is done for several reasons. The amount of information that may be stored concerning a donation is considerable and sometimes that information is best handled as attached secondary table rows. That is the case when the donation is tendered as a Gift in Kind, Securities, or Bank Draft, or by using a Credit Card. Sometimes you may need to associate several pieces of the same kind of information with a donation, as is the case with multiple Quid Pro Quo items, pieces of Correspondence, non-constituent Honorees, Receipts, Pledge Payments or Solicitors. And sometimes the constituent asks that the donation be distributed to multiple Campaigns, Campaign Years, or allocated to multiple Account Numbers or some other pattern of distribution. In that situation, multiple primary rows are created to store the information for these various allocations, but the primary rows are then combined for display purposes.

To examine the possibilities, we will begin with the Secondary Table rows that may be attached to a primary Gift or Dues row. Then we will look at the relationship of the primary rows that make up a single display with multiple Allocations.

Note: For Giving (but not for Dues), the number of rows displayed per page can be changed at anytime by using the Paging selections at the bottom of the table. Users may also navigate to various pages by using this feature (see Paging Data for more information).

Secondary Giving Tables

There are several secondary tables that hold data that is linked to a primary Giving transaction row. Four of these - Bank Draft, Credit Card, Gift in Kind, and Securities - handle data about the way the donation was tendered.

Each primary Giving transaction row can have multiple Bank Draft, Credit Card, Gift in Kind, or Securities rows. This secondary data (if it exists) will be shown below the display of the primary row's Giving transaction common fields, and above the display of any allocation information for the primary gift transaction.

If the transaction is jointly owned by two constituents, the secondary row is incorporated into the display for both constituents even though it is linked to only one side of the joint transaction in the database.

In addition, each Giving transaction row could have attached rows from the following set of secondary data tables: Correspondence, Honoree, Payments, Quid Pro Quo, Receipts,Serial Receipts, and Solicitor.

Attached secondary data rows stored in the Quid Pro Quo, Solicitor, and Correspondence tables will be shown below the primary Giving row's common fields, and above the display of any allocation information for the primary Giving transaction.

Attached secondary data from the Honoree data table will display below this allocation information, and if there is any cross reference information (that is to say, information that names and provides a link to the display of another transaction - for example, a link to a matching pledge, a link to the joint side of the transaction, and/or a link to honor transactions for a constituent), the Honoree data will then display below all cross reference information instead.

Secondary data stored in the Payments table will not display with the primary Giving row. Instead, icons representing the Payment Schedule table and Post Pledge Payment function will display below the primary row's common fields, and above any other attached secondary data and allocation information.

If the Giving row is jointly owned, any attached secondary rows will be incorporated into the display of both constituents in the same way as noted directly above, with the exception of Quid Pro Quo and Serial Receipts secondary rows.

On the joint side of the primary Giving transaction row (the side to which the Quid Pro Quo rows are NOT linked) quid rows will display below the allocation information and below any cross reference information that may exist.

Serial Receipts secondary rows will display with the joint side of the primary Giving transaction row only if a receipt has also been created for the joint transaction by using the Issue New Receipt Tax Receipting Process or by Add Manual Receipt.

Edit buttons provide a visual clue to the fact that displayed data is stored in separate rows. An Edit button for the primary Giving row appears at the top left corner of the row's common fields display, an Edit button for each Allocation is shown to the left of that portion of the display, and Edit buttons appear to the left of each attached secondary row data. Serial Receipts data cannot be edited; therefore, receipt information will not be accompanied by an Edit button.

For additional information on the secondary table rows that may be linked to a primary Giving table row, see the subject Linked Secondary Tables within the topic, Gift Transactions.

Primary Giving Rows with Allocations

At times a constituent makes a donation that is to be distributed in different ways. For example, the constituent might specify that one half be spent on the Library and one half on Research. This means that half of the total will be deposited to one Account Number, and half to another. To the constituent, and also from a fund raising point of view, this is one "gift" that is simply distributed to different places. To your Accounting or Business Office, it is seen as two separate gifts!

In order to accommodate all of these perspectives, Millennium stores the data as two separate, data rows in the Giving table. Much of the information in the two rows is identical, with the exception being the information that is specific to each Allocation. But when Gift information is displayed, the system creates a single display that shows all of the information from both data rows. The common information is only shown once. The data that is specific to one portion is shown in a section of the display known as Allocations. Each "gift" display may show as many Allocations as have been created for the donation.

Therefore, each set of Allocation information is backed up by an individual primary data row that is (nearly) identical to the other data row(s) that contains different Allocation information for the same "gift". Together, these primary rows make up a single Gift Transaction display. (This is in addition to any secondary rows' data that may be incorporated into that display.)

A user might very successfully enter and view Giving data without an acute awareness that the display is composed of data from several different tables. However, an understanding of this structure is especially important for those users who are responsible for generating reports based on the giving data.

Transaction Display Options

There are several transaction display options that will affect the way in which some types of Transactions are shown when you view Giving data. Each user sets these options as desired, and can toggle these settings as the situation requires.

The following display options are set by the user before navigating to a constituent's Giving Detail display page.

Group Linked Transactions Together in Mini Display

The Mini display mode for giving data shows each single-allocation transaction in a standard, single row with field headings. A double-space separates one transaction from the next. For those multi-allocation transactions and pledge transactions with their linked payments and credits, each user may choose to remove this double-space so that these types of transactions display as a group. See User Options - Group Linked Transactions for details.

Display Journals and Voids

Users can suppress the display of Journal and Void transactions when viewing a constituent's giving data. See User Options - Display Journals and Voids for a complete discussion.

Display Matching Transactions on the Matching Company

Users who want to view only out-right donations from a matching company (that is to say, donations that are not the result of matching other constituents' donations) can suppress the display of all matching transactions. See User Options - Display Matching Transactions on the Matching Company for a complete discussion.

Display Matching Credits on the Matching Company

Users can choose to display match pledges, potentials, and match pledge payments on a matching company, but choose, at the same time, to suppress the display of any match credit transactions owned by that same matching company. See User Options - Display Match Credits on the Matching Company for a complete discussion.

The following display options are set by each user after navigating to a constituent's Giving Detail display page.

Note: The settings that you choose for these options (with the exception of Detail Display) will remain fixed as you navigate from one constituent to another, and when you next log in, you will return to the same settings.

Display Modes

Giving transaction data can be displayed in either Detail, Short, Long, or Mini mode. Detail mode displays the details for a single transaction. Short, Long, and Mini modes display details for all transactions for the current constituent. The level of detail that is displayed will depend on what mode you select.

To toggle between Long, Short, and Mini (if available) display modes for primary Giving transactions:

Point to the Section Header Edit button or to one of the table Edit buttons for a primary transaction

Point to Display and then click the desired display mode item.

Detail Display

Details for a Giving transaction can be displayed for a single transaction. This is called Detail Display.

To access the detailed display of a single Transaction, you must first set the Display mode to Short or Mini. Then, re-point to the Edit button to the left of the common fields for the chosen transaction, point to Display, and click Detail .

To re-display all Giving transactions for the current constituent, click the Full Display button.

Show/Hide Payments

If your display is set to Short or Long mode, the details of each payment, on-behalf-of pledge payment (a payment that was made by another constituent to pay down this pledge), credit, and write-off transaction that links to a pledge, sustainer pledge, expectancy, or a match pledge can be shown in the giving data display. Or, these details can be 'collapsed' and displayed in a single line of totals and counts. The counts and totals will be grouped into payments (payments include both pledge payments and bequests), credits (credits include on-behalf-of pledge payments as well as straight credits), and write-offs.

For example, three $25 payments, 2 $10 soft credits, and a write-off are posted to a $200 single allocation pledge. These transactions will display in a single line as:

3 Payment(s) for $75.00

2 Credit(s) for $20.00

1 Write-off(s) for -$110.00

If your display is set to Mini mode and if the Group Linked Transactions together in Mini-Display user option is checked, you may choose to either show each payment, credit, and write-off transaction that links to a pledge, sustainer pledge, or match pledge, or choose to hide them altogether. The single line of totals will not be shown in Mini display mode.

If you are viewing a sustainer pledge, pledge, expectancy or match pledge transaction in Detail Display, the linked payments, soft credits and write-off transactions will show regardless of the Show Payments/Hide Payments option that you have selected.

To change the payment display, point to the section header Edit button, or point to the Edit button to the left of any pledge transaction with payments. The menu includes a toggle item that allows you to switch between Show Payments and Hide Payments. If payments are currently displayed, this item will be labeled Hide Payments. If the payments are currently collapsed (or hidden if the display mode is set to Mini), this item will be labeled Show Payments. Click this menu item to switch the display from Show to Hide or from Hide to Show.

Giving Display Page Elements

Constituent Info

The Constituent Info display for Giving is identical to the Constituent Info display for all other data tables. See Data Display, Constituent Info for complete details.

Section Header

The name of the table that is displayed is shown above the data from that table. If you pass the mouse pointer over the name (without clicking), it will access a context menu with items appropriate to that table or for that set of data. These items are, in most cases, identical to the items that display for other data tables; see Data Display, section header Context Menu for complete details.

Edit Buttons

Edit buttons are shown to the left of the display of data. When you pass the mouse pointer over them, a context menu will display. The location of the button will determine its function.

If it is to the left of the main portion of a Transaction, it will access a context menu with items appropriate to the entire Transaction. If it is to the left of one of the Allocations, it will access a context menu with items appropriate for an Allocation.

If it appears to the left of one of the linked, or secondary, data rows, its context menu will be relevant to that data row. If the Edit button is to the left of a cross reference transaction, such as a Matching Pledge transaction, it will access a context menu with action items appropriate for the cross reference transaction; the actions will apply to the cross reference, and not the primary, transaction.

For example, if you choose Update/Delete from the context menu accessed via an Edit button to the left of the main part of a transaction, you will be shown the Update form for the Giving transaction itself. If you instead choose Update/Delete from the context menu accessed via the Edit button to the left of a linked Honoree data row, you will be shown the Update form for the Honoree row.

In another example, the Transactions item on a context menu that is accessed via an Edit button displays a cascading menu of items that correspond to actions that can be performed on a particular type of Giving transaction. (See Edit Giving Data, Transaction Menu Items for complete details). Actions which cannot be applied to a particular kind of Giving Transaction will be grayed out; in other words, disabled. If you choose Transactions from the context menu accessed via an Edit button to the left of the main part of a transaction with a gift type of 'gift', the cascading menu of actions that you can perform on the current transaction, such as Add a Match Pledge, add a Quid Pro Quo item, Add a Solicitor, and so on, displays. Notice that the Post Pledge Payment action item is grayed out because you cannot post a payment on a gift. If you choose Transactions from the context menu accessed via an Edit button to the left of a Matching Pledge cross reference transaction instead, a different set of actions, such as such as Post a Matching Gift Payment or Write Off a Pledge Balance will be enabled.

Pledge Information

Just below the Section Header but above the first data row that is displayed, the number of pledge transactions that still have a balance to be paid is shown in red (the highlight color) with the label, Outstanding Pledges. The system interprets a pledge with multiple allocations as a single pledge. This count includes Pledges, Expectancies, and Match Pledges.

Data Display - Short Display of Gift or Dues Detail

The standard Short Mode display includes the following data columns. The Custom Display Designer can be utilized to tailor this display to your institution's needs by adding or removing data columns, and/or changing the labels of the fields that do display.

Common Information

The Common Information lines show the data that all Allocations have in common. Remember that each allocation is its own separate giving transaction, but they are linked to each other, and display together as a single Transaction

• Type - The Type of the Giving Transaction as identified using the Gift (or Dues) Type Lookup table; displays in a Bold Font.
• Effective - The Effective Date field from the Transaction.
• Total - The sum of the Amounts of all Allocations that are part of this "gift". If there is only one Allocation, this will be equal to the Amount of that Allocation. If the Transaction is Jointly owned, this Total will also include the amount of the "other half", or joint side, of the Transaction. If the Transaction has a linked Match Pledge or a Match Credit from an Employer, this Total will include that amount as well. And, if this Transaction has any linked Credit Transactions (that belong to the same constituent, not one that is linked to a different constituent), that amount is also included.
• Tender - The form in which the donation was tendered. If this field is Bank Draft, Credit Card, Gift in Kind, or Securities, you may have created a linked row in one of those secondary tables to show additional data about the method of tender. If so, that data will be shown in additional lines below the common information.
• Solicitation - The solicitation effort that will be credited with this donation.
• Batch Number - The number of the Batch in which this Transaction was processed. If the batch has not yet been closed, the word Open will display in red (the highlight color), to the right of the Batch Number. If the batch is closed, the word Closed will display in red.

Pledge Information

Note: If the Transaction is not a Pledge, Match Pledge, or Expectancy, then the following Pledge Information elements will not be displayed.

• Pledged - If the Transaction is a pledge, expectancy, or a match pledge, this shows the amount of the original pledge before any payments were made to reduce the Balance and prior to the application of any write off transactions. It is the sum of all allocation amounts that made up the original transaction.
• Conditional/Unconditional - If the Transaction is a pledge, expectancy, or a match pledge, to the right of the Pledged Amount, either the word Conditional or Unconditional will be shown, in accordance with the terms of the Transaction.
• Payment Schedule Icon - If the original Transaction has a Type of pledge, match pledge, or expectancy, then the display will also show a graphical calendar icon at the bottom left of that portion of the display. This icon is used as a short cut means of accessing the existing Payment schedule, and the buttons used to edit that schedule. For more information, see the topic, Payments.

Payment Schedules can also be accessed using the Transaction's context menu.

• Post Pledge Payment Icon - If the original Transaction has a Type of pledge or expectancy, then the display will also show a small check icon just to the right of the Payment Schedule Icon. This icon is used as a short cut means of accessing the form used to create a payment transaction that is posted against this pledge or expectancy transaction. For more information, see the topic, Pledge Data Maintenance.

Post Pledge Payment forms can also be accessed using the Transaction's context menu.

Bank Draft

If the transaction was tendered by Bank Draft, the data fields listed below display if a bank draft row was inserted. Because this information is stored in a secondary table row, an Edit button appears to the left of this information, so that it can be edited independently of the Giving transaction row.

• Account Type - one of Commercial Checking, Commercial Savings, Personal Checking or Personal Savings
• Last 4 Digits of Account Number - last 4 digits of the bank account number
• Bank Name - name of the bank on the account

Credit Card

If the transaction was tendered by Credit Card, the data fields listed below display if a credit card row was inserted. Because this information is stored in a secondary table row, an Edit button appears to the left of this information, so that it can be edited independently of the Giving transaction row.

• Credit Card - The type of Credit Card.
• Last 4 Digits - The last four digits of the constituent's Credit Card Number.
• Expiration Year - The year of expiration.
• Expiration Month - The month of expiration
• Approval - An approval number given by the Credit Card company to authorize the Transaction.

Gift in Kind

If the transaction was tendered by a Gift in Kind, the data fields listed below display if a gift in kind row was inserted. Because this information is stored in a secondary table row, an Edit button appears to the left of this information, so that it can be edited independently of the Giving transaction row.

• Type - The type of the donation.
• Value - The value amount of the donation.
• Appraiser - The name of the person who performed the appraisal.
• Company - The company for whom the Appraiser is working.
• Phone # - The phone number for the Appraiser.
• Date - The date of the appraisal.
• Disposition - The final disposition of the gift in kind item.
• Description - A free text description of the donation.
• Comment - Any additional information about the gift in kind donation.

Securities

If the transaction was tendered by Securities, the data fields listed below display if a securities row was inserted. Because this information is stored in a secondary table row, an Edit button appears to the left of this information, so that it can be edited independently of the Giving transaction row.

• Securities - The kind of Securities that were given.
• Received? - A flag telling whether the stock has actually been received.
• Received on - The date on which the stock was received.
• Transferred on - The date on which the stock was transferred.
• Shares - The number of shares that were given.
• Amount - The value of the shares.
• Par Value - The maturity value or face value, the amount that the issuer agrees to pay at the maturity date.
• Broker - The name of the brokerage firm.
• Contact - The name of the contact person within the brokerage firm.
• Phone # - The phone number for the contact person.
• Ticker - The unique series of letters assigned to the security for trading purposes
• Disposition - The final disposition of the securities.
• Comment - Any additional information about the securities donation.

Quid Pro Quo Information

If the transaction has one or more linked Quid Pro Quo (QPQ) rows, the data fields listed below display. Because this information is stored in a secondary table row, an Edit button also appears to the left of this information, so that it may be edited independently of the Transaction row.

• Quid Pro Quo - The name of the QPQ item.
• Value - The value of the QPQ item.
• Accepted? - A flag indicating whether the item was or was not accepted.
• Sent Date - The date on which the item was delivered.
• Source - The source of this QPQ information.
• Comment - Any additional information about the QPQ.

Solicitor

If the transaction has one or more linked solicitors the name of the gift solicitor for this Giving Transaction is shown as a hyperlink. Execute the hyperlink to display the Relationships for this gift solicitor. Because solicitor information is stored in a secondary table row, an Edit button also appears to the left of this information, so that it may be edited independently of the Transaction row.

Correspondence

If any Correspondence is linked to the Giving transaction row, the data fields listed below display. Because this information is stored in a secondary table row, an Edit button appears to the left of this information, so that it can be edited independently of the Giving Transaction row.

• Correspondence - The name of the Correspondence that is linked to this Transaction.
• Type - The nature of the Correspondence.

The Correspondence rows display can be toggled between display modes while the Giving transaction display mode itself remains set to Short. See Correspondence, under Long Giving Display below, for the list of fields that will display when the mode is set to Long.

Allocation Information

Every Transaction will have at least one set of Allocation information, and will have many if multiple Allocations have been created for the Transaction. Each set of Allocation information is delineated by a small separator bar and an Edit button will appear to the left of each Allocation.

• Campaign - The fundraising Campaign to which this Transaction is attributed.
• Year - The year of the Campaign to which this Transaction is attributed.
• Amount (or Balance, if the transaction is a pledge) - The Amount of the Transaction, or the Balance remaining to be paid in the case of a Pledge, Expectancy or Match Pledge Transaction.
• Purpose - The name of the Account to which this Transaction was deposited.
• Transaction # - The system-assigned number that may be used to track individual allocations that together make up a Gift. Each Allocation will be assigned its own Transaction Number.

Cross References

If the Transactions include the appropriate data, the display will also include the corresponding elements described below, which indicate a link to another set of information:

Joint Transactions

• Joint with - If the Transaction is jointly "owned" by two constituents, this phrase will be followed by hyperlink text showing the name of the second constituent. You can click on the hyperlink to jump to the display of the second constituent's Transaction, which shows his or her portion of this donation. Note that you will not automatically view the second constituent's complete Gift or Dues display, but the display focuses on the one Transaction that is linked to the original. That second Transaction may also have additional hyperlinks to other Transactions, including the one back to the original constituent's display. You may navigate to any of these other constituents' display using the hyperlink text. To return to the full display of the Giving or Dues for the current constituent (rather than the focused display of the single Transaction), click on the Gift or Dues Detail item in the Millennium Explorer.
• % Split and Amount - If the Transaction is jointly "owned" by two constituents and a hypertext name is shown, that information will be followed by the percentage of the donation that the second constituent "owns" and a display of that Amount.

Match Transactions

• Match Pledge/Potential of or Match Ratio of - If this Transaction has a match pledge or a match potential Transaction (belonging to the matching Gift company) linked to it, the corresponding phrase will be followed by the matching ratio as calculated from the amounts of the matching transaction and the amount of the original constituent's Transaction. If this Transaction is the matching pledge or potential, the phrase Match Ratio of will be shown, followed by the appropriate ratio from the company's Basic Data.
• Paid By/Due From or Paid for/Due for - If this Transaction is matched with either a match pledge or a match potential, this phrase will be followed by the name of the company that will be matching the donation. If that money has already been received, the phrase will read, Paid by. If there is a Balance remaining, the phrase will read, Due from... If this is a matching Transaction that has been paid, the phrase will read, Paid for. If there is a Balance remaining, the phrase will read, Due for, followed by the constituent's name who owns the original Transaction. That name will be shown as hyperlink text which leads to the display of the specific Transaction to which this one is linked.
• Match Purpose - If this is the original Transaction (the one that is being matched with either a match pledge or a match potential), this label is followed by the name of the Account to which the matching Transaction will be deposited. If this is the match pledge or match potential, then the match purpose will not display here.
• Amount/Balance - If this is the original Transaction (the one that is being matched with either a match pledge or a match potential), this label is followed by the amount that has been received or that is anticipated from the matching company.
• Voided By - If the original Transaction has a matching transaction that has been journaled, this label is followed by the name of the matching entity. If this is the now-journaled matching transaction, the notation will show a ratio of 0.0000:1 followed by the original donor's name.

Honor/Memory Transactions

• In Honor of/In Memory of - If the original Transaction was made in Honor or Memory of another constituent, this phrase will be followed by hyperlink text showing the name of the second constituent. that honoree's name is shown as hyperlink text. Click the hyperlink to jump to the display of the second constituent's Transaction. If the honoree is a non-constituent, the name is shown as plain text, and is stored in a secondary table, Honoree. In either case, the notation will indicate whether the honoree is living (In honor of...) or deceased (In memory of...)
• Given By - If the displayed Transaction belongs to the constituent in whose honor or memory a gift was made, the notation will read, Given By... and the name of the donor will be shown in hyperlink text. If that hyperlink is executed, you will be shown the Pledge Payment Transaction that belongs to the donor.

Credit Transactions

• Credit from - If the displayed Transaction has a Type of credit and was the result of a donation from another constituent for which the current constituent was also given credit, then a notation will appear which reads, Credit from ... and the donor's name, shown in hyperlink text.

Note: Credit Transactions are not always created in this way. They may be independent Transactions and therefore, no cross reference text is shown.

• Credit for - If credit was given to another constituent for the displayed Transaction, then a notation will appear which reads, Credit for ... and the recipient's name, shown in hyperlink text.

Attachments

• Attachment - If an Attachment is linked to the Giving transaction row, the display will show the label, Attachment... followed by the name and extension of the object, in hyperlink text. If you execute the hyperlink, the attached object will be display using the application with which it is associated. (for example, of it is a Word doc, then Word will execute and display the document)

Data Display - Long Display of Giving or Dues Detail

The following discussion also pertains to the detailed display of a single transaction.

The elements that are shown when viewing the display of the constituent's data in Long mode, or when displaying a single transaction in Detailed display mode, are nearly the same. In the first case, the different Transactions are set off by separator bars and the Edit buttons are displayed. In the second case only one Transaction is being shown, the label for the display reads, Gift Detail, and no header buttons are shown. Within the display area itself, the elements are the same for both of these cases.

The Standard Long Display includes all of the elements and data that is shown in the Short display, plus the following additional elements. Keep in mind that the Custom Display Designer can be used to add fields to or remove fields from this display and well as relabel the fields that do display.

Common Information

• Currency - The form of currency for the Transaction.
• Processed - The Processed Date of the Transaction.
• Check # - The masked number from the constituent's check (if any).
• ABA # - The masked routing number from the constituent's check.
• Total Asset Amt - The sum of the asset amounts of all Allocations that are part of this Transaction
• Total NPV Amt - The sum of the net present value amounts of all Allocations that are part of this Transaction.
• Deposit # - the bank deposit of which this Transaction is a part.
• Total Deduct - The sum of the deductible amounts of all Allocations that are part of this Transaction.
• Ledger Date - Ledger posting date if the Transaction is entered into an accounting system.
• Source - The source of information for this Transaction.
• User Group - The Millennium User Group associated with the user ID who last edited the Transaction.
• Change Date and User ID - the date the Transaction was last edited, and the User ID who performed the last edit.

Pledge Information

No additional information is shown in Long Display.

Bank Draft

The following additional information is displayed if the Transaction's tender is Bank Draft, and a bank draft row was inserted.

• Account Number - last 4 digits of the bank account number
• Bank Routing Number - the masked bank's ABA routing number
• Check Number - The number from the constituent's check (if any).
• Address 1 - address information for the constituent that is on file with the bank.
• City - address information for the constituent that is on file with the bank.
• State - address information for the constituent that is on file with the bank.
• Zip - address information for the constituent that is on file with the bank.
• Country - address information for the constituent that is on file with the bank.
• E mail - Constituent's E mail address
• Save for Future? - An indicator that this bank draft information is saved for use with future donations.

Credit Card

If the transaction was tendered by Credit Card and a credit card row was inserted, the following additional information is displayed.

• Name on Card - Constituent's name as it appears on the credit card.
• Billing Address Line 1- Billing address information for the constituent, that is on file with the credit card company.
• Line 2 - Billing address information for the constituent, that is on file with the credit card company.
• City - Billing address information for the constituent, that is on file with the credit card company.
• State - Billing address information for the constituent, that is on file with the credit card company.
• Zip - Billing address information for the constituent, that is on file with the credit card company.
• Country - Billing address information for the constituent, that is on file with the credit card company.
• E mail - Constituent's E mail address
• Save for Future? - An indicator that this credit card information is saved for use with future donations.

Gift in Kind

No additional information is shown in Long Display.

Securities

No additional information is shown for Long Display.

Quid Pro Quo Information

No additional information is shown for Long Display.

Solicitor

No additional information is shown for Long Display.

Correspondence

If any Correspondence is linked to the Giving transaction row, and the display mode for the Correspondence row is set to Long, the following additional information displays.

• Date Sent - The date the Correspondence item was sent
• Department - The department within your institution responsible for sending the item.
• Sent By - The name of the person who sent the item. If the Correspondence item is sent by a constituent, the name is shown as a hyperlink. Execute the hyperlink to access that constituent's data display.
• Response - The donor's response to the correspondence (for example, if an invitation, did the donor accept or decline?)
• Solicitation - the Solicitation effort associated with the Correspondence item's name.
• Response Method - The method in which the response was delivered (for example, a phone call)
• Source - The source of information for this row.
• Response Date - The date the donor responded to the Correspondence item
• Change Date and User ID - The date this Correspondence row was last edited, and the User ID who performed the last edit.
• Comment - Any additional information about this piece of Correspondence.

The Correspondence rows display can be toggled between display modes while the Giving transaction display mode itself remains set to Long. See Correspondence, under Short Giving Display above, for the list of fields that will display when the mode is set to Short.

Allocation Information

The following additional information is displayed with the Giving Transaction is viewed in Long mode.

• Account # - The masked number of the Account to which this Transaction was deposited.
• CAE Use - The CAE Use for funds that are part of the above Account.
• Goal - The goal (usage) for the funds in the above Account.
• Division - The Division that is associated with the above Account.
• Notify? - The Notification status for the above Account.
• Department - The Department that is associated with the above Account.
• Dept ID - The ID number of the contact person within or the Department itself that is associated with the above Account.
• Goal - The goal (usage) for the funds in the above Account.
• Class 1 - The Classification 1 that was assigned to this Allocation.
• Class 2 - The Classification 2 that was assigned to this Allocation.
• Comment - Any additional information about this Allocation.

For Pledge transactions with more than one allocation, a post pledge payment icon displays beneath the allocation information for each allocation, except the first. This icon is used as a short cut means of accessing the form used to create a payment transaction that is posted against this pledge or expectancy transaction's allocation only. If you want to post a pledge payment to the first allocation only, access a payment form by clicking the post pledge payment icon that displays directly below the common information for the pledge.

Receipts

If Receipt information has been linked to the Transaction, it will be displayed just above any cross reference data.

• Receipt # - The number of the receipt that was issued for this Transaction.
• Date -The date of the Receipt.
• Voided? - A flag which may be used to indicate that the receipt was voided, in order that a replacement be issued.
• Source - The source of this Receipt information.

Serialized Tax Receipt Information

If a transaction has a linked serialized tax receipt, then the data fields listed below will display. No Edit button will be displayed because serialized tax receipt information cannot be edited.

• Prefix - The prefix that printed with the receipt.
• Number - The number of the receipt that was issued for or added to this transaction.
• Amount - Amount of the receipt.
• Create Date - The date on which the receipt was issued for or added to this transaction.
• Manual - If the receipt was added to this transaction by using Add Manual Receipt, then this will be set to Yes.
• Void - If the receipt was voided after it was issued for or added to this transaction, then this field will be set to Yes.
• Print Count - The number of times that this receipt, if it was issued for the transaction by using the Issue New Receipt Tax Receipting Process, has been printed. If this receipt was added to this transaction by using Add Manual Receipt, then the Print Count will be set to 0.
• Run Number - The run to which this receipt belongs.

Cross Reference

No additional information is shown for Long Display.

Data Display - Mini Display of Giving or Dues Detail

In addition to the Long and Short display modes, the Giving and Dues tables may be displayed in a highly condensed and compressed form that shows each transaction in a single, horizontal line consisting of vertical fields of information.

• The display begins with an indicator of the number of outstanding pledges that exist.
• Sorts and Filters can be defined, redefined, turned off and/or turned on.
• Your institution cannot alter the Mini display mode for viewing Giving Data.

The Mini display for Giving Data is made up of the following elements:

• Edit Button - Each data row will be shown with a fly-over Edit button, which leads to the context menu for the transaction. The context menus will vary in accordance with the nature of the data with which it is associated. Note that even if you have 'ungrouped' linked transactions for display purposes, the context menus for secondary Allocations will still reflect the options that are available for secondary Allocations only.
• Type - The lookup table code from the Transaction Type for the data row.
• Eff Date - The Effective Date for the data row.
• Camp Year - The Campaign Year for the data row.
• Camp - The lookup table code for the Campaign for the data row.
• Gift Amt/Balance - The amount from the data row. For pledge transactions, this is the balance remaining on the pledge and that amount is shown in red. For voids and journal transactions, the amount is shown in the same color as the background header color. For pledge write offs, the amount is shown in the same color as the highlight color.
• Purpose - The lookup table code from the Chart of Accounts entry that is associated with the data row.
• Tender - The lookup table code for the method of Tender for the data row.
• Solicit - The lookup table code for the Solicitation for the data row.
• Links - If the data row has linked transactions (joint, credit, behalf of, or honor/memory), this field will show system-defined codes that indicate the kinds of links that exist. Those codes are:
  • Js - Joint with spouse
  • Jo - Joint with other
  • C - Credit
  • B - On Behalf of
  • H - In Honor of
  • M - In Memory of
• Match - If the data row has linked matching transactions (pledges, potentials, payments), this field will show system-defined codes that indicate the kinds of matching transactions that exist. Those codes are:
  • MPL - Match Pledge
  • MPOT - Match Potential
  • MPY - Matching Payment
  • MVD - Match Pledge Void
  • multi - Indicates that there are multiple matches for the data row.
• Payment - If the data row is a pledge transaction, this field will display a hyperlink to the Payment Schedule (labeled Sch) and a hyperlink that accesses a Post Payment Insert form (labeled Pay).

Print Gift Receipts

Note: The Print Giving feature will be available for organizations that do not utilize Serialized Tax Receipting.

If desired, a user can print a receipt for a constituent's transaction directly from the constituent's Giving Data display. This Receipt is a type of Profile Report; it is created in PDF format and will display in a new instance of the browser, using Adobe Acrobat Reader. Adobe Acrobat Reader must be installed on the user's workstation. From this display, the Receipt can then be printed.

The contents and layout of the Receipt are defined by the Crystal format, Print Receipts.rpt. This format is stored in the location, \Inetpub\wwwroot\Mill\Windows\Profiles. You may make modifications to this format, from within Crystal Reports, as desired, but understanding that when future Millennium releases are installed, the standard Print Receipts format may overwrite your modifications. See Profiles Reports, in the Data Display topic.

To print a Receipt, access the context menu for the edit button to the left of the common information display (the main portion) of the desired transaction. Select the Print Receipt context menu item. The Receipt will display in a new instance of the browser. Print using one of either the Browser's or Acrobat Reader's Print commands. You may also use Browser or Acrobat Reader commands to save a copy of the Receipt to a location that you specify.

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