ProDon:In Memoriam Donation

In Memoriam Donation

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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.

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.

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

From the software home page, click on " Transactions ", then select " Donation occasion ".

After clicking on " Donation occasion ", the following window opens up.

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

After clicking on the button, the following window opens up.
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 .

Adding an Activity

Aftter clicking on the button, this window opens up.
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.

A: In the " Participants " tab, check the box " Activate participant management ".	B: Then click on " 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 a In Memoriam donation transaction, open the transaction management.

In the transaction management window, click on the button. Select the client who has made the donation, and click on " 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.

From the software home page, click on " Transactions ", then choose " Transactions ".

In the transaction management window, click on the button. Select the client who has made the donation, and click on " Add a transaction for this client ". In the " Add transactions " window, select the " In Memoriam 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 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

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 " Add deceased " and " Divide amount " buttons.
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.

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 " 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

A: Here is the list of transactions to be transfered.	B: Click on the button to transfer the transactions.

After clicking the button, the following window opens up.
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 " Documents ".

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 " Memorial Donations ".

Follow-up Management

After clicking on " Memorial Donations ", the following window opens up.
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 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 button, the following window opens up.
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.
When the options are configured in the " Options (trans.) " tab and in the " Options (client) " tab, click on " OK ".

Here is a sample report obtained using the previous options:

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Document name: ProDon:In Memoriam Donation
Version : 5.0.5

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