gift management and batch gift entry in luminate crm
DESCRIPTION
Batch gift entry makes creating multiple gifts in Luminate CRM simple and easy. In this hands-on session, you’ll learn how to select data entry fields, determine validation rules, and create batches of gift records for simple, large-scale gift entry.TRANSCRIPT
Gift Management and Batch Gift Entry in Luminate CRM™CHELSEA DEROCHÉ
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#ChelseaDeRoche
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Agenda
• Record a single donation• Record special donations • Describe the difference between hard and soft credits• Identify the two different sustaining gift types
• Record a pledge gift• Record a recurring gift
• Record multiple donations with batch gift entry
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Overview
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Logging In
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Log in to Salesforce.com using the Username/Password provided by your System Administrator
Recording a Single Donation
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Single Donation
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Jeff
Your Organization
Designating a Donation
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Jeff
$110
$40
Youth Education Program
Mobile Soup Kitchen
Designating a Donation
• Luminate CRM defaults all gifts to “Unrestricted.”
• You can designate gifts to specific programs or services.
• You can split gifts among multiple designations.
• Your system administrator determines which designations are available to you.
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Designating a Donation
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Jeff
Ms. Smith
Your Organization
Steps to Enter a Single Gift
1 Click the Contacts tab.
2 Select or search for the donor.
3 Hover over Donations and click New Single Gift.
4 Under Donation Information:
a Leave Donation Name as Set by Workflow for automatic name creation.
b In the Amount box, enter gift amount.
c If the donor received a premium for the donation, enter the value of the premium in the Benefit Value field.
d Verify the Close Date is today.
e Use the magnifying glass to search for and select the Campaign.
5 Add a Description, if desired.
6 Enter the Payment Information.
7 Enter Honor/Memorial Designation, if needed.
8 Click Save.
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Practice
We received a $100.00 check from a donor. The donor received a thank you gift worth $10.00 for the donation. We need to enter this information into Luminate CRM.• Locate the donor.• Select: New Single Gift• Amount: 100• Benefit Value: 10• Campaign: 2014 Annual Campaign• Payment Type: Check• Check Number: 2345• Check Date: <Yesterday>
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Matching Gifts
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Your Organization
Jeff(employee of T-shirt Depot)
T-shirt Depot
Steps to Enter a Matching Gift
1 From the Contacts tab, select or search for the donor.
2 Hover over Donations and click New Single Gift.
3 Enter in Donation Information, Description, and Payment Information as you would with a single gift.
4 Under the Matching Gift section, use the magnifying glass next to Matching Organization to select the organization.
5 Click Save.
6 Scroll down to the Matching Gift section and click Create Matching Gift.
7 Change any fields as needed (if not 100% matched), and then click Save.
8 Scroll down to confirm it is a matching gift.
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Practice
The donor from the previous exercise is an employee of an organization that matches donations at 100%.• Matching Organization: IBM Corporation• Click: Create Matching Gift• Confirm matching gift record.
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Recording a Special Donation
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In-Kind Donation
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Value: $1,500
Your OrganizationJeff
Steps to Create an In-Kind Gift
1 From the Contacts tab, select or search for the donor.
2 Hover over Donations and click New In-Kind Gift.
3 In the Amount box, enter 0.
4 Use the magnifying glass to search for and select the Campaign.
5 Click Save.
6 Hover over Gift Asset and click New Gift Asset.
7 Enter the Gift Asset Name, usually the gift itself.
8 Under the Asset Type drop-down menu, select the type of gift.
9 Enter the Asset Value.
10 Click Save.
11 Check the Gift Record to confirm the Amount has been updated.
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Practice
A donor has given us a 1979 Ford Pickup Truck worth $500.00. We need to record this as an in-kind gift.• Locate the donor.• Select: New In-Kind Gift• Amount: 0• Campaign: 2014 Annual Campaign• Gift Asset Name: 1979 Ford Pickup Truck• Asset Value: $500
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Stock Gifts
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Jeff
100 shares of Acme Corp stock
Your Organization
Steps to Create a Stock Gift
1 From the Contacts tab, select or search for the donor.
2 Hover over Donation and click New Stock Gift.
3 In the Amount box, enter 0.
4 Use the magnifying glass to search for and select the Campaign.
5 Click Save.
6 Hover over Gift Asset and click New Gift Asset.
7 Enter the Gift Asset Name, usually the name of the stock and the number of shares.
8 Enter the Company Name and the Number of Shares.
9 Enter in the Share Price at time of gift.
10 Click Save.
11 Check the Gift Record to confirm the Amount has been updated.
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Practice
A donor has given us 100 shares of Blackbaud stock, currently worth about $40.00 a share.• Locate the donor.• Select: New Stock Gift• Amount: 0• Campaign: 2014 Annual Campaign• Gift Asset Name: BLKB 100 Shares• Company: Blackbaud• Number of Shares: 100• Share Price at time of gift: 40
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Hard Credits vs. Soft Credits
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Hard Credits vs. Soft Credits
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Jeffrey Peters’ Household
Record Donation
Jeff Jenn
Hard Credits vs. Soft Credits
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HARD CREDIT
SOFT CREDITJeff Jenn
Jeff
Your Organization
Sustaining Gifts: Pledges and Recurring Gifts
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Pledge
Pledge = $25,000.00over the course of
10 installments
Your OrganizationBeth
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Recurring Gift
Your Organization
$50.00 each month
End Date = ???
Beth
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Entering Pledge / Recurring gift
Is this check for installment? Or pledge?
Your OrganizationBeth
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Steps to Create a Pledge Record1 From the Contacts tab, select or search for the donor.
2 Hover over Pledges and click New Pledge.
3 Enter the Start Date.
4 In the Pledge Amount, enter in the total amount of the pledge.
5 Enter the Number of Payments.
6 Use the magnifying glass to search for and select the Campaign.
7 Click Save.
8 Scroll down to the Recurring information widget.
9 In the Payment Schedule, enter the gift frequency.
10 Click Refresh Preview.
11 Click Save and Create Payments.
12 Scroll up to the top of the page and hover over Installments to view the installments.
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PracticeA donor wants to donate $12,000 to our organization over 12 months and will send it to us on the 15 th of each month.• Locate the donor.• Select: New Pledge• Pledge Amount: 12,000• Number of Payments: 12• Campaign: 2014 Annual Campaign• Payment Schedule: On day 15 of every 1 month
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Steps to Create a Recurring Gift Record
1 From the Contacts tab, select or search for the donor.
2 Hover over Recurring Gifts and click New Recurring Gift.
3 Enter the Start Date.
4 Enter the Recurring Amount.
5 Use the magnifying glass to search for and select the Campaign.
6 Click Save.
7 Scroll down to the Recurring information widget.
8 In the Payment Schedule, enter the gift frequency.
9 Click Save.
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PracticeA donor wants to donate $50.00 to our organization on the first day of every month.• Locate the donor.• Select: New Recurring Gift Payment• Recurring Amount: 50• Campaign: 2014 Annual Campaign• Payment Schedule: On the 1st day of every 1 month
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Batch Gift Entry
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Batch Gift Entry
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The Batch Gift Entry Process
1. Create the Batch.
2. Enter the Batch.
3. Confirm the Batch.
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Steps to Create a Batch
1 Click the Batches tab.
2 Click the New Batch button.
3 Enter the Name of the batch, the total number of items to be entered and the total amount of donations.
4 Click Save.
5 Add additional fields, if needed, and decide if they are required.
6 Set any default values that apply to all donations in the batch, such as Donation type, gift type, and designation.
7 Click Save Batch Layout.
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Practice
We have three checks totaling $200.00. Let’s create a batch to enter them in all at once.• Batch Name: <Last Name> bbcon 2014• Total Items: 3• Total Amount: 200• Add the Benefit Value field.• Donation Type: Individual Gift• Campaign ID: 2014 Annual Campaign• Transaction Type: Donation• Payment Type: Check
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Steps to Enter Gifts into a Batch
1 From your batch setup, click Enter Gifts.
2 Enter the name of the first donor and click the Search icon
a If the donor is found, select his/her name and click Use Selected Contact.
b If the donor is not found, click Create New Contact, fill out the donor’s contact information, and click Save Contact.
3 Fill out all of the fields for the donation and then press Tab to move to the new row.
4 Repeat the process for the rest of the rows in the batch.
5 Click Check Entries.
6 Fix any mistakes and Check Entries again.
7 Click Commit Batch.
8 Click Commit.
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Practice
Now let’s enter the checks into the batch we created in the last exercise. Two of the donors received a gift worth $10.00 for their donation.• Autofill Defaults: Designation, Unrestricted, Fill All Rows• Donor 1:
• Donor: <Existing Donor>• Amount: 75.00• Close Date: <Today>
• Donor 2: • Donor: <New Donor>• Amount: 100.00• Close Date: <Today>
• Donor 3: • Donor: <Existing Donor>• Amount: 25.00• Close Date: <Today>
• Select: 1, 2• Autofill Defaults: Benefit Value, 10.00, Fill Selected Rows
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Summary
• Record a single donation• Record special donations• Describe the difference between hard and soft credits• Identify the two different sustaining gift types
• Record a pledge gift• Record a Recurring gift
• Record multiple donations with batch gift entry
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