ProDon:In Memoriam Donation

In Memoriam Donation

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

Introduction

This document explains the establishment and the structure of the In Memoriam gift which allows simple donations to be managed 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, 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 the donation in memory of the "Deceased" has been received 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, 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.

Adding 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: The user must then add an activity by clicking on .

Adding 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".

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 registered for which the donor wants to indicate that the gift comes from other people as well. 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 " 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 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 this procedure.

Memoriam Tab

A: These two buttons allow to do only one transaction from which the amount can be divided for more than one deceased.	B: 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.
C: Allows the person to whom the gift is intended to be selected.	D: This is the amount given for the memory of the deceased.
E: 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.	F: Allows the addition of a second person to notify.

Functioning of the buttons " Add deceased" and " Divide amount".
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 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.	B: 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.
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 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.

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 register 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 transactions list to transfer.	B: Click on the button to transfer the transactions.

The following window opens after clicking on the button at the previous step B.

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 of the reports.
E: Choose whether the reports should be printed or only be generated onscreen.	F: Click on " Start" to perform the transfer.
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 " 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 home page, select "Batch processing", then choose " Memorial gifts".

Follow-up Management

A: The columns "To be processed" display the donation transactions that have been made 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 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.	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

This window opens after clicking on the  button at the previous step F.

A: Allows the generation of 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 the follow up with a person in particular or with everyone involved.	D: This report contains the list of the people who have made a donation.
E: 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.	F: Click on the "Options" button to manage the options of the report.

Here is the list of the most currently used options, 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 : 5.0.3

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