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Advanced Data Examiner

Tools World

Advanced Data Examiner Review Process for Giving and Dues

Both Giving and Dues pending data are stored in the ecommerce_pending table. A field in the pending table is used to tell the system to create Gift transactions or to create Dues transactions. The data review process for Gift transactions and Dues transactions is nearly identical. However, Automatic Update is not available for Dues transactions. And, once a Dues transaction is inserted into Millennium, Membership will display. This then allows you to complete the Automated Membership Process.

Pending Giving and Dues data rows are always loaded into the ADE as data to insert into Millennium. Giving and Dues transactions that already exist in Millennium can not be updated by using the ADE.

The Data Review Page for Giving and Dues

When Giving or Dues pending data is reviewed manually, a Data Review page will display for each Gift or Dues pending data row. The components of each page include a Constituent Header, Page Header, Open Pledge display area, a series of action buttons, and the Grid Chart.

Constituent Header

The header that displays when viewing a constituent's data in the Profiles World will display here.

Page Header

The Page header displays either Giving or Dues, Insert and the pending data Source that you selected to load.

Open Pledge Display

The constituent's open pledges (pledges with an unpaid balance) display in Short display mode. An Edit button is located to the left of each pledge row. This button accesses a menu with two items - Post Pledge Payment and Close menu.

Action Buttons

Action buttons will display above and below the Grid Chart.

Accept

The Accept button is used to tell to the system that you agree to insert a new Gift or Dues data row into Millennium.

Skip

The Skip button is used to tell the system to bypass the displayed set of pending data and keep it in the pending tables so that it can be reviewed at a later time. When you click Skip, the data that you are reviewing now is returned to the pending table. The current data in both the pending table and Millennium data table remains unchanged. Changes that you may have made to the data as shown in the data review display before Skip is clicked will not be saved. The system will automatically display the next Giving or Dues pending data row.

Delete

The Delete button is used to remove the displayed pending data from the pending table.

Cancel

The Cancel button is used to cancel the data review process and return to the Data Summary page. The current data in both the pending table and Millennium data table will not change. Changes that you may have made to the data as shown in the data review display before Cancel is clicked will not be saved.

Grid Chart

The Grid Chart will only have two columns. The Field Names column shows the names of the data fields, and the second column shows the data as it was imported. Each data field is available for any changes that you may want to make.

Giving and Dues Dates

The Process Date defaults to the date that the ADE processes the transaction.

The Effective Date will default to the date that the transaction was inserted into the ecommerce_pending table.

For pledge transactions originating from the Online Constituent Directory: the Pledge Date field on the Donate Now forms is used to populate the Pledge Start Year, Start Month and Start Day fields when the pledge is loaded into the ADE.

Gift in Kind and Securities Tender Types

If the donation has a Tender of Securities or Gift in Kind, the Advanced Data Examiner will not create the linked secondary row. You must add the linked Gift in Kind or Securities row after the Gift or Dues transaction has been created in Millennium.

  1. Locate the constituent and the newly inserted Gift or Dues transaction.
  2. Point to or click the Edit Button edit button located to the left of the transaction.
  3. Point to Transactions.
  4. Click Add Securities or Add Gift in Kind.

Manually Process Giving and Dues Pending Data

Common steps

  1. Access the Data Summary page by using Millennium Explorer, Tools > Data Examiner > Examiner.
  2. If you want to load all of the pending data rows for processing, verify that the Import Source is set to All Source Values. If you want to load only the pending data rows from a particular source, then locate the desired source name in the Import Source list, and click it.
  3. Locate the Giving Detail (or Dues Detail) row.
  4. Click the Manually Update hyperlink. The Giving Data Review page for the first pending row will display.

Insert the donation as a Gift (or Dues) transaction:

  1. Verify that the Type is set to Gift (or Dues) Transaction. Make changes or additions to the data that displays in the second column, as desired.

  2. If the Tender is imported as Credit Card or Bank Draft, scroll to locate the Credit Card or Bank Draft Information Grid Chart. Make changes or additions to the data that displays in the second column of this Grid Chart as allowed and desired.

    The Envelope button next to Address Line 1 field in the Credit Card or Bank Draft Information Grid Chart indicates that you are a user at an organization that uses Initium Software's Instant Address. .

    Follow the instructions in the Using Instant Address to enter and verify addresses topic for completing the credit card/bank draft mailing address fields.

    Instant Address is not available for completing or verifying the Credit Card Billing address fields.

    What is Instant Address?

    Instant Address is a third party service that is offered by Initium Software and integrated into Millennium. It assists users when entering and updating address information by providing real-time address autocomplete functionality and address verification. For information about Initium Software and Instant Address, visit www.initiumsoftware.com.

  3. Click Accept to insert a new Gift or Dues row into the Millennium data table. If the Tender is imported as Credit Card or Bank Draft, a new row will be inserted into the Credit Card table as well. Or click Delete to remove the row from the pending table, and move on to the next row. Or click Skip to save the pending data row for review at a later time, and move on to the next row. Any changes that you may have made to the data in the second column will not be saved.

Apply the donation to an existing open Pledge:

  1. If the Tender is imported as Credit Card or Bank Draft, scroll to locate the Credit Card or Bank Draft Information Grid Chart. Make changes or additions to the data that displays in the second column of this Grid Chart as allowed and desired.

    The Envelope button next to Address Line 1 field in the Credit Card or Bank Draft Information Grid Chart indicates that you are a user at an organization that uses Initium Software's Instant Address. .

    Follow the instructions in the Using Instant Address to enter and verify addresses topic for completing the credit card/bank draft mailing address fields.

    Instant Address is not available for completing or verifying the Credit Card Billing address fields.

    What is Instant Address?

    Instant Address is a third party service that is offered by Initium Software and integrated into Millennium. It assists users when entering and updating address information by providing real-time address autocomplete functionality and address verification. For information about Initium Software and Instant Address, visit www.initiumsoftware.com.

  2. In the Open Pledge Display area, point to the Edit Button edit button located to the left of the desired pledge.
  3. Click the Post Pledge Payment menu item. The Post Payment form displays.
  4. Post the Pledge Payment as you would through normal data entry procedures. See the Pledge Data Maintenance topic for further instructions. If the Tender is imported as Credit Card or Bank Draft, then the system will insert a new row into the Credit Card table when it processes the payment.

Insert the donation as a Pledge:

  1. Verify that the Type is set to Pledge Transaction.
  2. If you want to create a payment schedule for the pledge, verify that the second column has values for the Pledge Type, Payment Count, Pledge Start Yr, Pledge Start Mm, and Pledge Start Dy fields.

  3. If the Tender is imported as Credit Card or Bank Draft, scroll to locate the Credit Card or Bank Draft Information Grid Chart. Make changes or additions to the data that displays in the second column of this Grid Chart as allowed and desired.

    The Envelope button next to Address Line 1 field in the Credit Card or Bank Draft Information Grid Chart indicates that you are a user at an organization that uses Initium Software's Instant Address. .

    Follow the instructions in the Using Instant Address to enter and verify addresses topic for completing the credit card/bank draft mailing address fields.

    Instant Address is not available for completing or verifying the Credit Card Billing address fields.

    What is Instant Address?

    Instant Address is a third party service that is offered by Initium Software and integrated into Millennium. It assists users when entering and updating address information by providing real-time address autocomplete functionality and address verification. For information about Initium Software and Instant Address, visit www.initiumsoftware.com.

  4. Make any other changes or additions to the data that displays in the second column, as desired.
  5. Click Accept to create the Pledge and payment schedule and Credit Card row if the tender was imported as Credit Card or Bank Draft. Or click Delete to remove the row from the pending table, and move on to the next row. Or click Skip to save the pending data row for review at a later time, and move on to the next row. Any changes that you may have made to the data in the second column will not be saved.

Insert the donation as a Sustainer Pledge:

Constituents and non-constituents who make a recurring donation by using the Online Constituent Directory are actually making what is known in Millennium as a Sustainer Pledge.

Important! The imported value for Type must be Sustainer Pledge, or the imported value for Amount to Bill (ecomsusamt) must be greater than 0, or the imported value for one or more Months to Bill (ecomsusXX) must be Y. If not, then the ADE will not display the Sustainer Pledge Information Grid Chart, the components of which are necessary to create the Sustainer Pledge and Sustainer Payment Schedule from the pending data row.

  1. Set the value for Type to Sustainer Pledge if it is not so already.
  2. Make changes or additions to the data that displays in the second column, as desired.
  3. Scroll to locate the Sustainer Pledge Information Grid Chart.
  4. Verify that the Amount is greater than 0.
  5. Verify that all of the Months that you want to bill for are checked. At least one month must be checked, or a Sustainer Payment Schedule will not be created. The Pledge Start Dy will be used as the recurring payment day in the Sustainer Payment Schedule.

  6. If the Tender is imported as Credit Card or Bank Draft, scroll to locate the Credit Card or Bank Draft Information Grid Chart. Make changes or additions to the data that displays in the second column of this Grid Chart as allowed and desired.

    The Envelope button next to Address Line 1 field in the Credit Card or Bank Draft Information Grid Chart indicates that you are a user at an organization that uses Initium Software's Instant Address. .

    Follow the instructions in the Using Instant Address to enter and verify addresses topic for completing the credit card/bank draft mailing address fields.

    Instant Address is not available for completing or verifying the Credit Card Billing address fields.

    What is Instant Address?

    Instant Address is a third party service that is offered by Initium Software and integrated into Millennium. It assists users when entering and updating address information by providing real-time address autocomplete functionality and address verification. For information about Initium Software and Instant Address, visit www.initiumsoftware.com.

  7. Click Accept to create the Sustainer Pledge and Sustainer Pledge Payment Schedule and Credit Card row if the tender was imported as Credit Card or Bank Draft. Or click Delete to remove the row from the pending table, and move on to the next row. Or click Skip to save the pending data row for review at a later time, and move on to the next row. Any changes that you may have made to the data in the second column in either or the Grid Charts will not be saved.

Dues Transactions and Membership

If the Membership Processing option for the Database Security Group to which you belong is set to Dues, then Automated Membership opens after the Dues donation is inserted. Complete the membership process as desired.

See the Automated Membership topic for more details about Membership processing. See the Group Maintenance topic for more information about the Membership Processing option for Database Group Security.

Automatically Process Giving and Dues Pending Data

Automatic Update is not available for Dues if the Membership Processing option for the Database Security Group to which you belong is set to Dues. It is available for Dues if that option is set to Membership.

The Automatic Update procedures for reviewing Giving and Dues pending rows follow the general Automatic Update procedures.

All Giving and Dues pending rows are loaded into the ADE as data to insert into Millennium. All data will be inserted as the source (Online Directory donor, import tool, or Soft Edit user) intended. You will have no opportunity to assign donations to existing pledges.

Automatic Update All

If the Automatically Update All Data hyperlink is clicked, then pending Giving and Dues rows will be included. But remember, Dues rows are included only if the Membership Processing option for the Database Security Group to which you belong is set to Membership.

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