Difference between revisions of "ProDon:In Memoriam Donation"

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{{Header_TOC}}<br>  
 
{{Header_TOC}}<br>  
'''<u>CAUTION</u>''': This document is for '''VERSION''' '''5''' of ProDon. To go to the version 4 document, [[ProDon:In_Memoriam_Gifts (Version 4)|click here]]. <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>  
 
<br>  
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=== Configuration of the Master Documents  ===
 
=== 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.
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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  ====
 
==== Thank-you Letter to the Donor  ====
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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.  
 
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>
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{| class="wikitable"
 
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|[[File:Prodon5 In Memoriam Gift 001.png|771x771px]]
[[File:Prodon5 In Memoriam Gift 001.png]]  
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|}
 
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<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 [[ProDon:Master Document Management|"Master document management"]].  
 
  
 
==== Letter to the Family  ====
 
==== Letter to the Family  ====
  
The letter to the family is meant to informe 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 to peolpe in making an ''In Memoriam gift''.  
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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.  
 
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.  
  
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{| class="wikitable"
[[File:Prodon5 In Memoriam Gift 002.png]]  
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|[[File:Prodon5 In Memoriam Gift 002.png|911x911px]]
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|}
  
 
=== Adding a Donation Occasion (particularly for the ''In Memoriam Gifts'')  ===
 
=== 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".  
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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"
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{| class="wikitable" width="200" cellspacing="1" cellpadding="1" border="1"
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|After clicking on " [[Image:Bouton Occasion de dons.png]] Donation occasion ", the following window opens up.
 
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| [[File:ProDon5_InMemoriamGifts_003.png]]
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| [[File:Prodon5 In Memoriam Gift 003.png|699x699px]]
 
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{| cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
{| cellspacing="1" cellpadding="1" border="1" class="wikitable"
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| colspan="2" |After clicking on the [[Image:Button add plus.png]] button, the following window opens up.
 
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| colspan="2" | [[File:ProDon5_InMemoriamGifts_004.png]]
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| colspan="2" | [[File:Prodon5 In Memoriam Gift 004.png]]
 
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'''<span style="color: rgb(255, 0, 0);">C: </span>'''Check the box "Activate memorial gift management".  
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'''<span style="color: rgb(255, 0, 0);">C: </span>'''Check the box "Activate memorial donation management ".  
  
 
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=== Adding an Activity  ===
 
=== Adding an Activity  ===
 
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{| class="wikitable" cellspacing="1" cellpadding="1" border="1" width="25%"
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" width="25%"
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| colspan="2" |Aftter clicking on the [[Image:Button add plus.png]] button, this window opens up.
 
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| colspan="2" | [[File:ProDon5_InMemoriamGifts_005.png]]
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| colspan="2" | [[File:Prodon5 In Memoriam Gift 005.png]]
 
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Revision as of 13:45, 9 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 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  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.

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 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.


Prodon5 In Memoriam Gift 002.png

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

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: 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".


ProDon5 InMemoriamGifts 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 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 "Bouton transactions.png Transactions".

ProDon5 InMemoriamGifts 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 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

ProDon5 InMemoriamGifts 008.png

A: These two buttons allow only one transaction to be done 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 "Button add plus.png Add deceased" and "Bouton diviser.png Divide amount".

ProDon5 InMemoriamGifts 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 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.

ProDon5 InMemoriamGifts 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 register 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 InMemoriamGifts 011.png

A: Here is the transactions list to transfer.

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


The following window opens after clicking on the Bouton reporter transaction.png button at the previous step B.

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 of the reports.

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

F: Click on "Button Check mark Confirm.png 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 "Bouton documents.png Documents".

ProDon5 InMemoriamGifts 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 home page, select "Batch processing", then choose "Bouton Don in memoriam.png Memorial gifts".

ProDon5 InMemoriamGifts 014.png

Follow-up Management

ProDon5 InMemoriamGifts 015.png

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 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

This window opens after clicking on the  Bouton reporter transaction.png button at the previous step F.

ProDon5 InMemoriamGifts 016.png

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.

ProDon5 InMemoriamGifts 017.png ProDon5 InMemoriamGifts 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 InMemoriamGifts 019.png



Document name: ProDon:In Memoriam Donation
Version : 5.0.3