Difference between revisions of "ProDon:In Memoriam Donation"

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{{Header_ProDon | | 4.6.5.5 | Nadia Carrier | | 2011/07/05 }}
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{{Header_TOC}}<br>
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'''<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  ==
 
== Introduction  ==
  
−
This document explains the establishment and the structure of the ''In Memoriam gift'' which allows you to manage simple donations as well as complex ones and it also offers the possibility to follow-up with the families.
+
This document explains the establishment of the ''In Memoriam donation'' 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  ==
  
−
=== Configuration of the master documents ===
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=== Configuration of the Master Documents ===
  
−
There are two documents to issue upon the reception of an ''In Memoriam Gift'': the thank you letter to the donor and the letter to the family.
+
There are two documents to be issued upon reception of an ''In Memoriam Donation'': the thank-you letter to the donor and the letter to the family.      
  
−
==== Thank you letter to the donor ====
+
=== Thank-you Letter to the Donor ===
  
−
The thank you letter to the donor is a letter meant to thank him or her for his or her donation and to confirm that the family of the deceased person will be notified of the donation that has been made in memory of the deceased. 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 merge fields.  
+
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 donation'' " is in the use of the merge fields.  
  
−
In order to build a master document, you have to choose the "Gift transaction" type of document so that the "Deceased" and "Notify" merge fields are available. These fields contain the greeting long of the deceased person as well as the one of the person to notify of the received gifts. In the letter intended to the donor, it will be written that a donation in memory of the "Deceased" has been made and that the "Notify" will be informed of it.  
+
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.
  
−
<br>
+
{| class="wikitable"
−
 
+
|[[File:Prodon5 In Memoriam Gift 001.png|771x771px]]
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[[Image:IMG 001.png]]  
+
|}
−
 
+
<br>For more details concerning the master documents, consult the [[ProDon:Master Document Management|" Master Document Management "]].
−
<br>  
 
−
 
 
−
For more details concerning the master documents, consult the Master documents management.
 
−
 
 
−
==== Letter to the family  ====
 
−
 
 
−
The letter to the family aims at informing the family of the list of the received gifts by individual in memory of the deceased person. It is also meant to thank the family for suggesting to people to make an ''In Memoriam gift''.  
 
  
−
In order to build a master document, you have to choose the "In Memoriam gifts" type of document. This type of document contains two series of 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, a lot of information concerning both parts will then become available.
+
==== 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 make an ''In Memoriam donation''.
  
 +
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.
  
−
[[Image:IMG_002.png]]
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<br>
 +
{| class="wikitable"
 +
|[[File:Prodon5 In Memoriam Gift 002.png|911x911px]]
 +
|}
  
−
=== Add a donation occasion (specifically for ''In Memoriam gifts'')  ===
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=== Adding a Donation Occasion (particularly for the ''In Memoriam Donation'')  ===
  
−
From the software main menu, click on "Transactions", then select "[[Image:Bouton Occasion de dons.png]] Donation occasion".  
+
From the software home page, click on " Transactions ", then select " [[Image:Bouton Occasion de dons.png]] Donation occasion ".  
  
−
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
+
{| 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.
 
|-
 
|-
−
| [[Image:IMG 003.png]]
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| [[File:Prodon5 In Memoriam Gift 003.png|699x699px]]
 
|-
 
|-
−
| To add a new donation occasion, click on the [[Image:Button add plus.png]] button.
+
|  
 +
To add a new donation occasion, click on the [[Image:Button add plus.png]] button.  
 +
 
 
|}
 
|}
  
 
<br>  
 
<br>  
  
−
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
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{| 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" | [[Image:IMG 004.png]]
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| 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.
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'''<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 gift management".  
+
|  
−
| '''<span style="color: rgb(255, 0, 0);">D: </span>'''You must add an activity by clicking on [[Image:Button add plus.png]].
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'''<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]].  
 
|}
 
|}
  
−
=== Add an activity ===
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=== Adding an Activity  ===
−
 
+
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" width="25%"
−
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
+
| colspan="2" |Aftter clicking on the [[Image:Button add plus.png]] button, this window opens up.
 
|-
 
|-
−
| colspan="2" | [[Image:IMG_005.png]]<br>
+
| colspan="2" | [[File:Prodon5 In Memoriam Gift 005.png]]
 
|-
 
|-
−
| '''<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.
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'''<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.
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|'''<span style="color: rgb(255, 0, 0);">C: </span>'''In the " Documents " tab, choose the letter to be sent to the donor.  
−
| '''<span style="color: rgb(255, 0, 0);">D: </span>'''In the "Documents" tab, choose the letter that will be sent to the donor.
+
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''Check the " Issue a receipt " box.  
 
|-
 
|-
−
| '''<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".
+
| 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"
 
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
|-
 
|-
−
| colspan="2" | [[Image:IMG_006.png]]
+
| colspan="2" | [[File:Prodon5 In Memoriam Gift 006.png]]
 
|-
 
|-
−
| '''<span style="color: rgb(255, 0, 0);">F: </span>'''In the "Participants" tab, check the box "Activate participant management".
+
| width="50%" |
−
| '''<span style="color: rgb(255, 0, 0);">G: </span>'''Then click on "[[Image:Button_Check_mark_Confirm.png]] Confirm addition".
+
'''<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 you to register a donation for which the donor wants to indicate that the gift comes from other people as well. See here for more details.
+
| colspan="2" |  
 +
'''NOTE: '''The option " Activate participant management " allows a donation to be entered by a donor who wants to indicate that the donation is made on the behalf of other people as well. [[ProDon:In Memoriam Gifts#Participants_Tab|Click here]] for more details.  
 +
 
 
|}
 
|}
  
−
== Enter transactions ==
+
== Transaction Logging ==
 +
To enter an In Memoriam donation transaction, open the transaction management.
  
−
To enter an ''In Memoriam gift'' transaction, open the transaction management.
+
{| class="wikitable" width="25%" cellspacing="1" cellpadding="1" border="1"
 +
| colspan="2" |From the software home page, click on "Transaction", then choose
 +
"[[Image:Bouton transactions.png]] Transactions".
 +
|-
 +
| colspan="2" |[[File:Prodon5 In Memoriam Gift 007.png|frameless|478x478px]]
 +
|-
 +
| colspan="2" |In the transaction management window, click on the [[Image:Button add plus.png]] button.
  
−
From the software main menu, click on "Transactions", then choose "[[Image:Bouton_transactions.png]] Transactions".
+
Select the client who has made the donation, and click on "[[Image:Button Check mark Confirm.png]] Add a transaction for this client".
  
−
[[Image:IMG_007.png]]
+
In the "Add transactions" window, select the "In Memoriam Donation" occasion created erlier, then when the occasion is selected, the " Memoriam " tab will appear
  
−
In the transaction management window, then click on the [[Image:Button_add_plus.png]] button.
+
at the top of the window.
  
−
Select the client who made the donation, and click on "[[Image:Button_Check_mark_Confirm.png]] Add a transaction for this client".
+
The user also needs to select the activity that has been created earlier for which the
  
−
In the transaction addition window, select the "''In Memoriam gift''" donation occasion created earlier, then when the occasion will be selected, the "Memoriam" tab appears at the top of the window.
+
participant management is activated, then the " Participants " tab will appear right
  
−
You also need to select the activity that was created earlier in which the participant management has been activated, then the "Participants" tab will appear right next to the "Memoriam" tab.
+
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 the transactions recording, consult the following procedure.
 
  
 +
Finish filling out all the fields of the " General " tab, then go in the " Memoriam " tab.
  
 +
For more details concerning transaction entry, consult [[ProDon:Transaction Logging|this procedure]].
 +
|}
  
−
=== Memoriam tab ===
+
=== Memoriam Tab ===
  
−
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
+
{| width="25%" cellspacing="1" cellpadding="1" border="1" class="wikitable"  
 
|-
 
|-
−
| colspan="2" | [[Image:IMG_008.png]]<br>
+
| colspan="2" | [[File:Prodon5 In Memoriam Gift 008.png]]
 
|-
 
|-
−
| '''<span style="color: rgb(255, 0, 0);">A: </span>'''It is the amount donated in memory of the deceased.  
+
| width="50%" |
−
| '''<span style="color: rgb(255, 0, 0);">B: </span>'''Allows you to select the person for whom the gift is intended.
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''These two buttons allows you to enter only one transaction and to distribute the amount to 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 for the transaction in the " General " tab. If the amount is changed, the new amount will be written in both places.
 
|-
 
|-
−
| '''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to select the person to notify. If the person to notify is always the same one for a particular deceased person, the name of that person will be entered automatically.  
+
|'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to choose to whom the ''In'' ''Memoriam'' donation is dedicated too.
−
| '''<span style="color: rgb(255, 0, 0);">D: </span>'''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 gets modified, the new amount will be entered in both places.
+
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''This is the amount given for the ''In Memoriam'' ''donation'' for the deceased.  
 
|-
 
|-
−
| '''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows to add a second person to notify.  
+
|'''<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 for a deceased, the name of that person will be entered automatically.  
−
| '''<span style="color: rgb(255, 0, 0);">F: </span>'''These two buttons allow you to conduct one transaction for which the amount can be divided in many deceased people.
+
|'''<span style="color: rgb(255, 0, 0);">F: </span>'''Allows the addition of a second person to notify.  
 +
 
 
|}
 
|}
  
 
<br>  
 
<br>  
  
−
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
+
{| 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".<br>
+
| colspan="2" |  
 +
Working of the " [[Image:Button add plus.png]] Add deceased " and " [[Image:Bouton diviser.png]] Divide amount " buttons.  
 +
 
 
|-
 
|-
−
| colspan="2" | [[Image:IMG_009.png]]<br>
+
| colspan="2" | [[File:Prodon5 In Memoriam Gift 009.png]]
 
|-
 
|-
−
| '''<span style="color: rgb(255, 0, 0);">A: </span>'''It is the amount donated in memory of the deceased person.  
+
| width="50%" |
−
| '''<span style="color: rgb(255, 0, 0);">B: </span>'''Allows you to select the person for whom the gift is intended.
+
'''<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 a second person to notify. The amount will automatically be divided in two. However, it is possible to give $50.00 to one and $75.00 to the other by manually editing the amount.  
 +
 
 +
 
 +
| 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 has been modified manually, click on this button and the amount appointed to each deceased will be distributed evenly.  
 +
 
 
|-
 
|-
−
| '''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to select the person to notify.If the person to notify is always the same one for a particular deceased person, the name of that person will be entered automatically.  
+
| width="50%" |
−
| '''<span style="color: rgb(255, 0, 0);">D: </span>'''It is
+
'''<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" | <br>
+
| colspan="2" |  
 +
'''NOTE: '''The sum of the amounts attributed to each deceased equals the amount of the transaction.
 +
 
 
|}
 
|}
  
−
=== Participants tab ===
+
=== Participants Tab ===
  
−
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
+
In this tab, it is possible to include additional information to be sent to the family. For example, if a company makes a donation and wants to add the names of the three employees who participated in the donation to be listed on the list that is sent to the family.
 +
 
 +
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" width="25%"
 
|-
 
|-
−
| colspan="2" | [[Image:IMG_010.png]]
+
| colspan="2" | [[File:Prodon5 In Memoriam Gift 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 save the transaction, click on " [[Image:Button Check mark Confirm.png]] Confirm ".
 +
 
|-
 
|-
 
| colspan="2" |  
 
| 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 ==
+
== Transaction Transfer ==
  
−
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
+
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable" width="25%"
 
|-
 
|-
−
| colspan="2" | [[Image:IMG 011.png]]
+
| colspan="2" | [[File:Prodon5 In Memoriam Gift 011.png]]
 
|-
 
|-
−
|  
+
| width="50%" |  
−
|  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Here is the list of transactions to be transfered.
−
|}
 
  
−
<br>  
+
| 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>
+
|}
  
 
<br>  
 
<br>  
  
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 405px; height: 483px;" class="wikitable"
+
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" width="25%"
 +
| colspan="2" |After clicking the [[Image:Bouton reporter transaction.png]] button, the following window opens up.
 
|-
 
|-
−
| colspan="2" | [[Image:IMG 012.png]]
+
| 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.
−
|-
+
 
−
|
 
−
|
 
 
|-
 
|-
−
| colspan="2" |  
+
| width="50%" |  
−
|}
+
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Select the reports to print.
  
−
== Printing of the thank you letter to the donor  ==
+
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Choose the printer to use for printing out the reports.
  
 +
|-
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">E: </span>'''Choose whether the reports should be printed or only be generated on the screen.
  
 +
| width="50%" |After the transfer of the transactions is complete, close the transaction management window.
  
 +
|}
  
 +
== Printing the Thank-you Letter to the Donor  ==
  
−
[[Image:IMG_013.png]]
+
The thank-you letter to the donor of an ''In Memoriam'' donation is generated in the same place as every other usual letter.  
  
−
== Letter and follow-ups with the families  ==
+
{| class="wikitable"
 +
|From the software's homepage, select "Batch processing", then select " [[Image:Bouton documents.png]] Documents ".
 +
|-
 +
|[[File:Prodon5 In Memoriam Gift 013.png|595x595px]]
 +
|}
  
 +
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  ==
  
−
[[Image:IMG_014.png]]
+
{| class="wikitable"
 +
|From the software's home page, select " Batch processing ", then choose " [[Image:Bouton Don in memoriam.png]] Memorial Donations ".
 +
|-
 +
|[[File:Prodon5 In Memoriam Gift 014.png|595x595px]]
 +
|}
  
−
=== Follow-up management ===
+
=== Follow-up Management ===
  
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 751px; height: 284px;" class="wikitable"
+
{| width="655" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 +
| colspan="2" |After clicking on " [[Image:Bouton Don in memoriam.png]] Memorial Donations ", the following window opens up.
 
|-
 
|-
−
| colspan="2" | [[Image:IMG 015.png]]
+
| colspan="2" | [[File:Prodon5 In Memoriam Gift 015.png]]
 
|-
 
|-
−
|  
+
|'''<span style="color: rgb(255, 0, 0);">A:</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.
−
|  
+
|'''<span style="color: rgb(255, 0, 0);">B: </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);">C: </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);">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%" |
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'''<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" |  
 
| 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.
 +
 
|}
 
|}
  
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=== Preparing the follow-up documents for the family ===
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=== Preparing the Follow-up Documents for the Family ===  
  
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{| cellspacing="1" cellpadding="1" border="1" style="width: 448px; height: 552px;"
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{| cellspacing="1" cellpadding="1" border="1" class="wikitable" width="25%"
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| colspan="2" |After clicking on the [[Image:Bouton reporter transaction.png]] button, the following window opens up.
 
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| colspan="2" | [[Image:IMG_016.png]]
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| colspan="2" | [[File:Prodon5 In Memoriam Gift 016.png]]
 
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| width="50%" |
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<span style="color: rgb(255, 0, 0);">'''A: '''</span>Allows you to select if you want the documents to be generated on the screen or directly to the printer.
 +
 
 +
| 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 last processing date, however, it is possible to change it manually when needed.
 +
 
 
|-
 
|-
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|  
+
| width="50%" |  
−
|  
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'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows the follow up with the person selected in the list or with everyone in the list.
 +
 
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">D: </span>'''This report contains the list of all the people who have made a donation.
 
|-
 
|-
−
|  
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|'''<span style="color: rgb(255, 0, 0);">E: </span>'''Click on the " Options " button to manage the options of the report.
−
|  
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|'''<span style="color: rgb(255, 0, 0);">F: </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 report containing the list of donors. All master documents of " ''In Memoriam'' " type will be listed here.
 
|}
 
|}
  
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<br>
  
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{| cellspacing="1" cellpadding="1" border="1" class="wikitable"
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| colspan="2" |Here is the list of the most currently used options in '''<span style="color: rgb(255, 0, 0);">E</span>''' above, it is also possible to choose other configurations to adapt the list if needed.
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|-
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| [[File:Prodon5 In Memoriam Gift 017.png|567x567px]]
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| [[File:Prodon5 In Memoriam Gift 018.png|567x567px]]
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|-
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| colspan="2" |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 ".
 +
|}
  
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<br>
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{| class="wikitable"
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{| width="50%" cellspacing="1" cellpadding="1" border="1"
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|Here is a sample report obtained using the previous options:
 
|-
 
|-
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|  
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|[[File:Prodon5 In Memoriam Gift 019.png|thumb|1054x1054px]]
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|  
 
 
|}
 
|}
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{{Footer_ProDon}}
 

Latest revision as of 10:05, 15 October 2018

In Memoriam Donation

CAUTION: This document is for VERSION 5 of Prodon. To go to the document for version 4, click here.


Introduction

This document explains the establishment of the In Memoriam donation 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 Donation: 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  the " standard thank-you letter " and the " thank-you letter to the donor of an In Memoriam donation " 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.

Prodon5 In Memoriam Gift 001.png


For more details concerning the master documents, consult the " 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 make an In Memoriam donation.

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.


Prodon5 In Memoriam Gift 002.png

Adding a Donation Occasion (particularly for the In Memoriam Donation)

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

After clicking on " Bouton Occasion de dons.png Donation occasion ", the following window opens up.
Prodon5 In Memoriam Gift 003.png

To add a new donation occasion, click on the Button add plus.png button.


After clicking on the Button add plus.png button, the following window opens up.
Prodon5 In Memoriam Gift 004.png

A: Give the occasion a code.

B: Name the occasion.

C: Check the box "Activate memorial donation management ".

D: The user must then add an activity by clicking on Button add plus.png.

Adding an Activity

Aftter clicking on the Button add plus.png button, this window opens up.
Prodon5 In Memoriam Gift 005.png

A: Give a code to the activity.

B: Name the activity.

C: In the " Documents " tab, choose the letter to be sent to the donor. D: Check the " Issue a receipt " box.
E: From the drop-down list of the " Origin " section, choose your code of origin for this activity.


Prodon5 In Memoriam Gift 006.png

A: In the " Participants " tab, check the box " Activate participant management ".

B: Then click on " Button Check mark Confirm.png Confirm addition ".

NOTE: The option " Activate participant management " allows a donation to be entered by a donor who wants to indicate that the donation is made on the behalf of other people as well. Click here for more details.

Transaction Logging

To enter an In Memoriam donation transaction, open the transaction management.

From the software home page, click on "Transaction", then choose

"Bouton transactions.png Transactions".

Prodon5 In Memoriam Gift 007.png
In the transaction management window, click on the Button add plus.png button.

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

In the "Add transactions" window, select the "In Memoriam Donation" occasion created erlier, 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 is 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 entry, consult this procedure.

Memoriam Tab

Prodon5 In Memoriam Gift 008.png

A: These two buttons allows you to enter only one transaction and to distribute the amount to more than one deceased.

B: This is the total amount of the transaction. This amount is the same as the one for the transaction in the " General " tab. If the amount is changed, the new amount will be written in both places.

C: Allows you to choose to whom the In Memoriam donation is dedicated too. D: This is the amount given for the In Memoriam donation for the deceased.
E: Allows the selection of the person to notify. If the person to notify is always the same for a deceased, the name of that person will be entered automatically. F: Allows the addition of a second person to notify.


Working of the " Button add plus.png Add deceased " and " Bouton diviser.png Divide amount " buttons.

Prodon5 In Memoriam Gift 009.png

A: 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 a second person to notify. The amount will automatically be divided in two. However, it is possible to give $50.00 to one and $75.00 to the other by manually editing the amount.


B: It is used to automatically divide the amount in two. If, for example, the amounts has been modified manually, click on this button and the amount appointed to each deceased will be distributed evenly.

C: 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.

D: These are the amounts donated in memory of each deceased person.

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 information to be sent to the family. For example, if a company makes a donation and wants to add the names of the three employees who participated in the donation to be listed on the list that is sent to the family.

Prodon5 In Memoriam Gift 010.png

A: Allows participants to be added or removed.

B: By double-clicking in an empty line or by writing the client number, it is possible to add a client present in the database.

C: It is also possible to write directly in the available fields if the client is not present in the database.

D: Finally, to save the transaction, click on " Button Check mark Confirm.png Confirm ".

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

Prodon5 In Memoriam Gift 011.png

A: Here is the list of transactions to be transfered.

B: Click on the Bouton reporter transaction.png button to transfer the transactions.


After clicking the Bouton reporter transaction.png button, the following window opens up.
ProDon5 InMemoriamGifts 012.png

A: The current date is automatically entered.

B: Select the account in which the deposit will be made.

C: Select the reports to print.

D: Choose the printer to use for printing out the reports.

E: Choose whether the reports should be printed or only be generated on the screen.

After the transfer of the transactions is complete, close the transaction management window.

Printing the Thank-you Letter to the Donor

The thank-you letter to the donor of an In Memoriam donation is generated in the same place as every other usual letter.

From the software's homepage, select "Batch processing", then select " Bouton documents.png Documents ".
Prodon5 In Memoriam Gift 013.png

For more information concerning the processing of the documents to issue, consult this procedure.

Letter and Follow-ups with the Families

From the software's home page, select " Batch processing ", then choose " Bouton Don in memoriam.png Memorial Donations ".
Prodon5 In Memoriam Gift 014.png

Follow-up Management

After clicking on " Bouton Don in memoriam.png Memorial Donations ", the following window opens up.
Prodon5 In Memoriam Gift 015.png
A: 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. B: The columns "To be processed" display the donation transactions that have been made since the latest follow-up with the family.

C: The columns "Total" display the donation transactions for which the family has already been notified.

D: Displays the date of the last processing.

E: Indicates if there are transactions to be processed in the line.

F: Click on the Bouton reporter transaction.png button to generate the follow-up documents to send to the family.

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

After clicking on the Bouton reporter transaction.png button, the following window opens up.
Prodon5 In Memoriam Gift 016.png

A: Allows you to select if you want the documents to be generated on the screen or directly to the printer.

B: Always contains the current date by default and is used to inform the software of the last processing date, however, it is possible to change it manually when needed.

C: Allows the follow up with the person selected in the list or with everyone in the list.

D: This report contains the list of all the people who have made a donation.

E: Click on the " Options " button to manage the options of the report. F: 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 report containing the list of donors. All master documents of " In Memoriam " type will be listed here.


Here is the list of the most currently used options in E above, it is also possible to choose other configurations to adapt the list if needed.
Prodon5 In Memoriam Gift 017.png Prodon5 In Memoriam Gift 018.png
When the options are configured in the " Options (trans.) " tab and in the " Options (client) " tab, click on " Button Check mark Confirm.png OK ".


Here is a sample report obtained using the previous options:
Prodon5 In Memoriam Gift 019.png



Document name: ProDon:In Memoriam Donation
Version : 5.0.5


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