Transactions with Quid Pro Quo Items

Your institution may offer your donors a gift in return for their donation, as a thank you, or an incentive. Such items are called Quid Pro Quo items, and they must be tracked and reported for tax purposes. Within Millennium, such items are tracked using the Quid Pro Quo secondary table. To create a Gift or Dues Transaction with an associated Quid Pro Quo item, the item must already have been defined in the Quid Pro Quo Item (quid_pro_quo_items) lookup table. At the time it was defined, the item was named and given a monetary value. The following procedure assumes that has already been accomplished.

At the time that the Quid Pro Quo row is created (whether at the same time as the primary Transaction row or as an addition to an existing Transaction), the dollar value of the Quid Pro Quo is automatically subtracted from the Deductible Amount field in the primary Transaction. This behavior holds true whether the dollar value is automatically filled in from data in the lookup table entry or whether you override that data by typing in an amount in the Quid Pro Quo Insert form. Once the Quid Pro Quo row has been created and the Deductible Amount has been automatically adjusted accordingly, no further automatic edits will take place for that data, even if edits are made to the dollar value of the Quid Pro Quo item in either the lookup table or the linked Quid Pro Quo row. Therefore, if you edit the dollar value of a linked Quid Pro Quo row, you should also examine the Deductible Amount in the primary Transaction and manually adjust it as appropriate.

Create a Quid Pro Quo Item as the Original Transaction is Created

1. Follow the procedures for a Simple Gift Transaction or other options as the transaction warrants, but do not click on Insert.
2. Toward the bottom of the form, locate the check boxes labeled, Special and then the Quid Pro Quo check box. Click to activate the Quid Pro Quo item.
3. When all details appear on the form as you want, click on Insert to create the Transaction row. You will automatically be given a Quid Pro Quo Insert form.
4. Click the arrow to the right of the Quid Pro Quo list box to display all of the entries in the Quid Pro Items lookup table. Scroll to the desired entry and click to highlight it.

5. Tab or click on the Value text box.

   Note: If you want to accept the value that was associated with this item in the lookup table, leave this text box blank. If you want to override that value, and enter a different value, type it into this text box. Overriding the value in this text box does not alter the value in the lookup table entry, only in this Transaction.

6. If the item was (or will be) accepted by the constituent, tab or click on the check box labeled Accepted? to activate that field.
7. Tab or click on the text box labeled, Date and enter the date using appropriate format for datetime columns.
8. Tab or click on the arrow to the right of the Source list box to display the entries in the Sources lookup table. Scroll to the desired entry and click to select it.
9. Tab or click on the Comments text box. Type any free text that you want to associate with the Quid Pro Quo item.

10. When all data appears appropriately, click on Insert to create the secondary Quid Pro Quo row

    OR

    Click Cancel to halt the process without creating a Quid Pro Quo row. (This does not affect the Transaction row which was already created.

Add a Quid Pro Quo Item to an Existing Transaction

1. Access the Gift or Dues display for the constituent who owns the specific Transaction to which you want to add a Quid Pro Quo item.

2. Scroll the display to the specific Transaction.

   Pass the mouse pointer over the Edit button to the left of that display, and then over the Transactions item on the resulting context menu. A cascading menu will be shown.

3. Locate and click on the item, Add Quid Pro Quo Item. You will be given a Quid Pro Quo form.
4. Click the arrow to the right of the Quid Pro Quo list box to display all of the entries in that lookup table. Scroll to the desired entry and click to highlight it.

5. Tab or click on the Value text box.

   Note: If you want to accept the value that was associated with this item in the lookup table, leave this text box blank. If you want to override that value, and enter a different value, type it into this text box. Overriding the value in this text box does not alter the value in the lookup table entry, only in this Transaction.

6. If the item was (or will be) accepted by the constituent, tab or click on the check box labeled Accepted? to activate that field.
7. Tab or click on the text box labeled, Date and enter the date using appropriate format for datetime columns.
8. Tab or click on the arrow to the right of the Source list box to display the entries in the Sources lookup table. Scroll to the desired entry and click to select it.
9. Tab or click on the Comments text box. Type any free text that you want to associate with the Quid Pro Quo item.

10. When all data appears as you want, click on Insert to create the secondary Quid Pro Quo row

    OR

    Click Cancel to halt the process without creating a Quid Pro Quo row. (This does not affect the Transaction row which was already created.

Edit Quid Pro Quo Records

Once a Quid Pro Quo record has been created, it may be edited but you must be aware that certain of the automatic behaviors that occur in the creation of the QPQ row are not automatic in the editing of such data. Specifically, the dollar value of the QPQ item will not be filled in from the lookup table if the data from that text box is deleted, and the Deductible Amount in the primary Transaction is not automatically adjusted if you edit the dollar value of the QPQ row.

1. Access the Long display or the Single Transaction display of the Transaction to which the QPQ is linked.
2. Pass the mouse pointer over the edit button to the immediate left of the Quid Pro Quo data to access a context menu. Click the Update/Delete item. You will be given an Edit form, containing the existing data for the Quid Pro Quo row.
3. Tab or mouse click to focus on the data box which you want to edit. Use the standard editing techniques that are appropriate for the type of data that you want to enter or edit.

4. When all data appears in the edit form as you want, click on Update to alter the existing data,

   OR

   Click Cancel to return to the previous display without changing the existing QPQ data.

Quid Pro Quo Items and Serial Receipts

If your site is utilizing Serialized Tax Receipting then special considerations apply.

• Do not link Quid Pro Quo items to pledge payment transactions if your site utilizes Serialized Tax Receipting.

  When creating receipts for pledge payments, the deductible and non-deductible amounts on the pledge are used to calculate the deductible and non-deductible amounts on the pledge payment receipts. Therefore, link the Quid Pro Quo item to the pledge transaction instead.

• What if the payment amounts on the pledge do not add up to the non-deductible amount on the pledge itself?

  Any payments on a pledge cannot be receipted until the sum of the pledge payments exceeds the non-deductible amount on the pledge.

Important! These special considerations apply only if your site utilizes Serialized Tax Receipting.

See the Serial Receipts topic for complete information about Serialized Tax Receipting.

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