ProDon:In Memoriam Donation

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.

Configuration

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.

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  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.

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 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.

For more details concerning the master documents, consult the Master document management.

Letter to the family

The letter to the family aims at informing the family of the list of individuals who have made donations in memory of the deceased person. It is also meant to thank the family for suggesting to make an In Memoriam gift.

In order to build a master document, you have to choose the "Memorial 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 become available.

Add a donation occasion (specifically for In Memoriam gifts)

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

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

A: Give the occasion a code.	B: Name the occasion.
C: Check the box "Activate memorial gift management".	D: You must then add an activity by clicking on .

Add an activity

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

F: In the "Participants" tab, check the box "Activate participant management".	G: Then click on " Confirm addition".
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.

Enter transactions

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

From the software main menu, click on "Transactions", then choose " Transactions".

In the transaction management window, then click on the button.

Select the client who made the donation, and click on " Add a transaction for this client".

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.

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.

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.

Memoriam tab

A: It is the amount donated in memory of the deceased.	B: Allows you to select the person for whom the gift is intended.
C: 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.	D: 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.
E: Allows you to add a second person to notify.	F: These two buttons allow you to conduct one transaction for which the amount can be divided in many deceased people.

Functioning of the buttons " Add deceased" and " Divide amount".
A: These are the amounts donated in memory of the deceased people.	B: 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 automatically.
C: Is used to add a deceased person for a single transaction. By clicking on this button, a section will appear 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 to, for instance, to give $10.00 to one and $30.00 to the other by manual editing.	D: 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 distributes equitably.
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 would be mentioned on the list sent to the family.

A: Allows you to add or remove participants.	B: By double-clicking in the "UCN" field, it is possible to add an existing client of 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 register the transaction, click on " Confirm".
NOTE: If the client is not in the database and you feel the need to add him or her, double-click on a blank line and the "Clients list" box will open. Then click on "New" to add the client to the database.

Transaction transfer

A: Here is the transaction list to transfer.	B: Click on the  button to transfer the transactions.

The following window will open after clicking on the button at step B earlier.

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 whether the reports should be printed or only be generated onscreen.
E: Choose the printer to use for the printing of the reports.	F: Click on " Start" to perform the transfer.
After the transaction transfer, close the transaction management window.

Printing of the thank you letter to the donor

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

From the software main menu, 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 main menu, select "Batch processing", then choose " Memorial gifts".

Follow-up management

A: The columns "To be processed" display the donation transactions that have been performed since the latest follow-up with the family.	B: The columns "Total" display the donation transactions for which the family has already been notified.
C: It consists of the information identifying the deceasedand the person to notify.	D: Displays the date of the last processing.
E: Indicates if there 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 substancial, it is important to send the follow-up documents to the family. It allows you to stay in touch with the families and to keep them well informed.

Preparing the follow-up documents for the family

This window will open after clicking on the  of step E earlier.

A: Allows you to generate the documents onscreen or to print them directly.	B: 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.
C: Allows you to follow up with a person in particular or with everyone involved.	D: This report contains the list of the people who made a donation.
E: Allows you to choose the master document to use to produce the thank you letter intended to the family and that is usually attached to the list of donors. All master documents of "Memoriam" type will be available.	F: Click on the "Options" button to manage the options of the report.

Here is the list of the most currently used options, it 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

Printable version