View source for ProDon:In Memoriam Donation

{{Header_TOC}}<br> 
'''<u>CAUTION</u>''': This document is for '''VERSION''' '''5''' of '''''Prodon'''''. To go to the document for version 4, [[ProDon:In_Memoriam_Gifts (Version 4)|click here]]. <br>

<br> 

== Introduction  ==

This document explains the establishment of the ''In Memoriam gift'' structure which allows you to manage simple or even complex donations and it also offers the possibility to manage follow-up with the families. 

== Configuration  ==

=== Configuration of the Master Documents  ===

There are two documents to be issued upon reception of an ''In Memoriam gift'': the thank-you letter to the donor and the letter to the family.    

==== Thank-you Letter to the Donor  ====

The thank-you letter to the donor is a letter that is sent to the donor to thank him/her for the donation received and to mention that the family of the deceased will be notified for the donation made in memory of the deceased person. The difference between&nbsp; the " standard thank-you letter " and the " thank-you letter to the donor of an ''In Memoriam gift'' " is in the use of the merge fields. 

In order to create the master document, you need to choose the " Donation transaction " type of document so that the " Deceased " and " Notify " merge fields become available. These fields contain the long greeting of the deceased and of the person to notify for the donations received. In the thank-you letter sent to the donor, it will be written that the donation in memory of " Deceased " has been received and that " Notify " will be notified of the donation. 

{| class="wikitable"
|[[File:Prodon5 In Memoriam Gift 001.png|771x771px]]
|}
<br>For more details concerning the master documents, consult the [[ProDon:Master Document Management|" Master Document Management "]].

==== Letter to the Family  ====

The letter to the family is meant to inform the family of the list of individuals who have made a donation in memory of the deceased person. It is also a way to thank the family for suggesting that people in making an ''In Memoriam gift''. 

In order to create a master document, you need to choose the " Memorial donations " type of document. This type of document contains two series of merge fields: The fields related to the information from the file of the person to notify (merge fields starting with Fam_) and the fields related to the information from the file of the deceased (merge fields starting with Dec_). When writing the letter, more information concerning both parties will then become available. 

<br>
{| class="wikitable"
|[[File:Prodon5 In Memoriam Gift 002.png|911x911px]]
|} 

=== Adding a Donation Occasion (particularly for the ''In Memoriam Gifts'')  ===

From the software home page, click on " Transactions ", then select " [[Image:Bouton Occasion de dons.png]] Donation occasion ".  

{| class="wikitable" width="200" cellspacing="1" cellpadding="1" border="1"
|After clicking on " [[Image:Bouton Occasion de dons.png]] Donation occasion ", the following window opens up.
|-
| [[File:Prodon5 In Memoriam Gift 003.png|699x699px]]
|-
| 
To add a new donation occasion, click on the [[Image:Button add plus.png]] button. 

|}

<br> 

{| cellspacing="1" cellpadding="1" border="1" class="wikitable"
| colspan="2" |After clicking on the [[Image:Button add plus.png]] button, the following window opens up.
|-
| colspan="2" | [[File:Prodon5 In Memoriam Gift 004.png]]
|-
| 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Give the occasion a code. 

| 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''Name the occasion. 

|-
| 
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Check the box "Activate memorial donation management ". 

| 
'''<span style="color: rgb(255, 0, 0);">D: </span>'''The user must then add an activity by clicking on [[Image:Button add plus.png]]. 
|}

=== Adding an Activity  ===
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" width="25%"
| colspan="2" |Aftter clicking on the [[Image:Button add plus.png]] button, this window opens up.
|-
| colspan="2" | [[File:Prodon5 In Memoriam Gift 005.png]]
|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Give a code to the activity. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''Name the activity. 
|-
|'''<span style="color: rgb(255, 0, 0);">C: </span>'''Check the "Issue a receipt" box. 
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''In the "Documents" tab, choose the letter to be sent to the donor. 
|-
| colspan="2" |'''<span style="color: rgb(255, 0, 0);">E: </span>'''From the drop-down list of the "Origin" section, choose "Your code of origin for this activity".  
|}

<br> 

{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[File:ProDon5_InMemoriamGifts_006.png]]
|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''In the "Participants" tab, check the box "Activate participant management". 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''Then click on "[[Image:Button Check mark Confirm.png]] Confirm addition". 

|-
| colspan="2" | 
'''NOTE: '''The option "Activate participant management" allows a donation to be registered for which the donor wants to indicate that the gift comes from other people as well. [[ProDon:In Memoriam Gifts#Participants_Tab|Click here]] for more details. 

|}

== Transaction Logging  ==

To enter an ''In Memoriam gift'' transaction, open the transaction management. 

From the software home page, click on "Transactions", then choose "[[Image:Bouton transactions.png]] Transactions". 

[[File:ProDon5_InMemoriamGifts_007.png]] 

In the transaction management window, click on the [[Image:Button add plus.png]] button. 

Select the client who has made the donation, and click on "[[Image:Button Check mark Confirm.png]] Add a transaction for this client". 

In the "Add transactions" window, select the "''In Memoriam gift''" donation occasion created earlier, then when the occasion is selected, the "Memoriam" tab will appear at the top of the window. 

The user also needs to select the activity that has been created earlier for which the participant management was activated, then the "Participants" tab will appear right next to the "Memoriam" tab. 

Finish filling out all the fields of the "General" tab, then go in the "Memoriam" tab. 

For more details concerning transaction registration, consult [[ProDon:Transaction Logging|this procedure]]. 

<br> 

=== Memoriam Tab  ===

{| width="25%" cellspacing="1" cellpadding="1" border="1" class="wikitable" 
|-
| colspan="2" | [[File:ProDon5_InMemoriamGifts_008.png]]<br>
|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''These two buttons allow only one transaction to be done from which the amount can be divided for more than one deceased.  
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''This is the total amount of the transaction. This amount is the same as the one of the transaction in the "General" tab. If the amount is edited, the new amount will be written to both places.
|-
|'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows the person to whom the gift is intended to be selected.
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''This is the amount given for the memory of the deceased. 
|-
|'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows the selection of the person to notify. If the person to notify is always the same one for a particular deceased, the name of that person will be entered automatically. 
|'''<span style="color: rgb(255, 0, 0);">F: </span>'''Allows the addition of a second person to notify. 

|}

<br> 

{| cellspacing="1" cellpadding="1" border="1" class="wikitable" width="25%"
|-
| colspan="2" | 
Functioning of the buttons "[[Image:Button add plus.png]] Add deceased" and "[[Image:Bouton diviser.png]] Divide amount". 

|-
| colspan="2" | [[File:ProDon5_InMemoriamGifts_009.png]]
|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Is used to add a deceased person for the same transaction. By clicking on this button, a section appears after the first one. It will then be possible to identify a second deceased as well as the person to notify. The amount will automatically be divided in two. On the other hand, it is possible, for instance, to give $100.00 to one and $300.00 to the other through manual editing. 


| width="50%" | 
<span style="color: rgb(255, 0, 0);">'''B:'''</span> It is used to automatically divide the amount in two. If, for example, the amounts have been modified manually, click on this button and the amount appointed to each deceased will be distributed evenly. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">C: </span>'''It is the total amount of the transaction. This amount is the same as the one of the transaction indicated in the "General" tab. If the amount is modified, the new amount will be entered in both places automatically. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">D: </span>'''These are the amounts donated in memory of each deceased person. 
|-
| colspan="2" | 
'''NOTE: '''The sum of the amounts attributed to each deceased equals the amount of the transaction. 

|}

=== Participants Tab  ===

In this tab, it is possible to include additional markings to send to the family. For example, if a company makes a donation and wishes that the names of the three employees who participated in the gift should be mentioned on the list that will be sent to the family. 

{| cellspacing="1" cellpadding="1" border="1" class="wikitable" width="25%"
|-
| colspan="2" | [[File:ProDon5_InMemoriamGifts_010.png]]
|-
| 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows participants to be added or removed. 

| 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''By double-clicking in an empty line or by writing the client number, it is possible to add a client present in the database. 

|-
| 
'''<span style="color: rgb(255, 0, 0);">C: </span>'''It is also possible to write directly in the available fields if the client is not present in the database. 

| 
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Finally, to register the transaction, click on "[[Image:Button Check mark Confirm.png]] Confirm". 

|-
| colspan="2" | 
'''NOTE: '''If the client is not already in the database and the user feels the need to add him or her, double-click on a blank line and the "Clients list" box opens. Then click on "New" to add the client to the database. 

|}

== Transaction Transfer  ==

{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable" width="25%"
|-
| colspan="2" | [[File:ProDon5_InMemoriamGifts_011.png]]
|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Here is the transactions list to transfer. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''Click on the[[Image:Bouton reporter transaction.png]] button to transfer the transactions. 

|}

<br> 

The following window opens after clicking on the [[Image:Bouton reporter transaction.png]] button at the previous step '''<span style="color: rgb(255, 0, 0);">B</span>'''.<br> 

{| cellspacing="1" cellpadding="1" border="1" class="wikitable" width="25%"
|-
| colspan="2" | [[File:ProDon5_InMemoriamGifts_012.png]]
|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''The current date is automatically entered. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''Select the account in which the deposit will be made. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Select the reports to print. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Choose the printer to use for printing of the reports. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">E: </span>'''Choose whether the reports should be printed or only be generated onscreen. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">F: </span>'''Click on "[[Image:Button Check mark Confirm.png]] Start" to perform the transfer. 

|-
| colspan="2" | 
After the transaction transfer, close the transaction management window. 

|}

== Printing the Thank-you Letter to the Donor  ==

The thank-you letter to the donor of a Memoriam gift is generated at the same place as every other usual letter. 

From the software homepage, select "Batch processing", then select "[[Image:Bouton documents.png]] Documents". 

[[File:ProDon5_InMemoriamGifts_013.png]] 

For more information concerning the processing of the documents to issue, consult [[ProDon:Processing Documents to be Issued|this procedure]]. 

== Letter and Follow-ups with the Families  ==

From the software home page, select "Batch processing", then choose "[[Image:Bouton Don in memoriam.png]] Memorial gifts". 

[[File:ProDon5_InMemoriamGifts_014.png]] 

=== Follow-up Management  ===

{| width="655" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[File:ProDon5_InMemoriamGifts_015.png]]
|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''The columns "To be processed" display the donation transactions that have been made since the latest follow-up with the family. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''The columns "Total" display the donation transactions for which the family has already been notified. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">C:</span> '''It consists of the information identifying the deceased and the person to notify. This information is useful in the event that the user would have to follow up with a particular individual. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Displays the date of the last processing. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">E: </span>'''Indicates if there are transactions to be processed in the line. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">F: </span>'''Click on the [[Image:Bouton reporter transaction.png]] button to generate the follow-up documents to send to the family. 

|-
| colspan="2" | 
'''NOTE: '''Regularly check the date of the last processing as well as the number of donations to be processed. If the last mailing dates back to several days or the number of donations to be processed is substantial, it is important to send the follow-up documents to the family. It allows the organization to stay in touch with the families and to keep them well informed. 

|}

=== Preparing the Follow-up Documents for the Family  ===

This window opens after clicking on the&nbsp; [[Image:Bouton reporter transaction.png]] button at the previous step <span style="color: rgb(255, 0, 0);">'''F'''</span>. 

{| cellspacing="1" cellpadding="1" border="1" class="wikitable" width="25%"
|-
| colspan="2" | [[File:ProDon5_InMemoriamGifts_016.png]]
|-
| width="50%" | 
<span style="color: rgb(255, 0, 0);">'''A: '''</span>Allows the generation of the documents onscreen or to print them directly. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''Always contains the current date by default and is used to inform the software of the date of the last processing, however, it is possible to change it if need be. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows the follow up with a person in particular or with everyone involved. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">D: </span>'''This report contains the list of the people who have made a donation. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows the selection of the master document to be used to produce the thank-you letter intended to the family, which is usually attached to the list of donors. All master documents of "Memoriam" type will be available. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">F: </span>'''Click on the "Options" button to manage the options of the report. 

|}

<br> 

Here is the list of the most currently used options, it is also possible to choose other configurations to adapt the list if needed.<br> 

{| cellspacing="1" cellpadding="1" border="1" class="wikitable" 
|-
| [[File:ProDon5_InMemoriamGifts_017.png]] 
| [[File:ProDon5_InMemoriamGifts_018.png]]
|}

<br> 

When the options are configured in the "Options (trans.)" tab and in the "Options (client)" tab, click on "[[Image:Button Check mark Confirm.png]] OK". 

<br> 

<br> 

Here is a sample report obtained using the previous options: 

[[File:ProDon5_InMemoriamGifts_019.png|900x900px]] 

<br> 

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