Donors
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New Donor

Creating a New Donor STEPS

Generating a New Donor Record

  1. Click on the Donor Module>New Donor sub-module.
  1. The New Donor record displays.
  1. Note the following:
    • A Donor ID auto generated in new record based on the user’s Organizational preferences. Uses the next consecutive number.
    • Information icons 🅘 display at the end of fields for further descriptions of a given field.

General Information

This section contains the Donor’s main contact information: Address, Phone, Email, Birth Date (if enabled), Email, Origin Source etc.
  1. Enter the First Name & Last Name of the Donor. Middle Name is not required.
  1. Enter a Prefix as desired.
  1. Users can slide Override toggle & enter a Salutation in available field if desired.
  1. Enter a Spouse First Name and Spouse Last Name as desired.
    • IF Spouse information completed – name added to Donors ID.
  1. Enter a Company as desired.
    • A Company name can be entered INSTEAD of a Donor First/Last Name.
      This indicates the record is an Organization or Company level record.
    • A Company name can also be added to a Donor WITH a Donor First/Last
      Name. This indicates the Donor is associated with that Company.
  1. Enter an Origin Source from the available dropdown for the Donor record.
    • Origin Source indicates HOW donor data was added in the system.
    • Administrators can add unique Origin Sources as desired but are also auto generated as a result of Imports.
  1. Birth Date and Wedding Date can be entered as desired. An Organization can choose to collect/display or NOT collect/display this information.

Permanent Address

Section where Donors permanent address information stored/validation enabled.
  1. Enter address information for the Donor in the Primary Address, City, State/Province, ZIP/Postal Code, and Country fields.
    • Users can enter Care Of/Attention details in the Secondary Address field.
  1. Users can select an Address Type from the dropdown to label the address for more effective reporting.
  1. Click the Validate link to confirm proper deliverability by the USPS by validating the entered address in the Primary Address fields.
    • Once Validated, this info auto-fills the Geographic/Postal/Demographic section located at the bottom of the new Donor record.

Phone Numbers

Section where Multiple Phone Numbers labeled and associated with the Donor.
  1. Click on the + Add Phone Number button.
  1. Click from the Type dropdown the desired Phone designation.
  1. In the Number field, type the Donors phone number.

Email Addresses/Website

Section where Email Addresses and Website can be associated with the Donor.
  1. Enter the Email (primary) and desired alternatives (alt 1, 2, 3).
  1. Enter the desired Website associated with the Donor.
    • Usually a Corporate website associated w/ Company level Donor record.
IMPORTANT

Users should ALWAYS save upon section completion of this section as they will have completed the necessary minimum required fields:

  • Donor First & Last Name OR Company
  • Origin Source
  • And Primary Address OR Email OR Phone Number
Users can Scroll to the top or bottom of the record to click the Save button.

Standard Flags

Aegis defined Standard Flags can be Toggled on to help segment Donor records for Appeal Segment Opt Ins/Outs and for reporting by specific criteria.
Standard Flags Toggled ON, ONLY display under the right-hand Details Menu; they do NOT display on the main Donor record.
  1. User should Toggle whichever of the following is applicable:
    • Undeliverable Address – Mail returned as undeliverable.
    • No Address Standardization – Address should NOT be standardized.
      • Standardization is the Process of making address uniform. Includes fully spelling out words/using the USPS standard abbreviations.
    • No Tax Statements – Do NOT send tax statements.
    • No Phone Solicitation – Do NOT contact via telephone.
    • Prevent Merge – Do NOT merge record with another record having same name & contact information.
    • Deceased – Donor is deceased.
    • No Response Emails – Do NOT deliver response emails.
    • No Response Letters – Do NOT deliver response letters.
    • No Direct Mail – Do NOT deliver direct mail.
    • No Email Solicitation – Do NOT deliver solicitations via email.
    • No Text Solicitation – Do NOT deliver text solicitations via phone.
    • No Visits – Do NOT physically visit Donor.
    • Email Undeliverable – Provided email address undeliverable.
    • VIP checkbox – Donor is a VIP.

Custom Flags

Client defined Custom Flags can be Toggled on to help segment Donor records for Appeal Segment Opt Ins/Outs and for reporting by specific criteria.
  1. Click Add to open the Custom Flags list to add to the Donor record.
  1. If needed/desired – enter criteria in the Flag and Description fields to filter the list of available flags that display on the page.
  1. Toggle on the desired custom flags to add.
  1. Click Select to save changes and return to Donor record.
    NOTE: Only the Flags toggled on will display

Custom Flags

Section where Client defined fields can be completed for the Donor. Only Fields that are completed with a value display under the Custom Fields section.
  1. Complete the desired custom fields to be added to the Donors record.
NOTE: The fields under this section will reflect the user’s specific organization and may be different than the options shown in the above graphic.

Personal Information

Section where the entered data is leveraged in communicating with clients
  1. Select the Gender and the Email Preference (HTML or TEXT) for the format for receiving emails from your organization.

Geographic/Postal/Demographic

Validated primary address details entered display geographically in this section. Information can be very helpful in forming geographic based appeals or in pinpointing support areas via mapping by Latitude and Longitude. This area is NOT directly editable and updates as a result of address validation from the Permanent Address section of the Donor’s record.

Donor Image

Donor picture can be uploaded and saved as a part of record.
  1. Click Choose File to search for and select an image.
  1. Click Upload to add the image to the Donor record.
  1. A Remove button will display if user needs to remove/update the image later.
  1. Click Save from the bottom (or top) of the record to save ALL changes.

Locate Donor

Finding and accessing Donor records quickly is critical. In the Aegis CRM this is done through the Locate Donor function. Locate can enable users to find one or multiple records for evaluation and access. Users can start with broad searches and narrow them quickly by adding additional information in their search.
Locate Donor also helps users to eliminate record Duplication. If a user searches for a specific record but multiples return for a specific search, user can, with permissions, merge those records into one. Using the Merge function to reconcile records will be covered later in the Donors section.

Locate Donor STEPS

  1. From the Navigation menu, click on Donors>Locate Donor.
  1. Enter as much information about the Donor in the fields as possible. The more accurate the criteria, the better chances of locating the correct record.
  1. Mark the Exact Match checkbox to locate only records that specifically match the criteria you enter in the fields.
  1. Mark the Head of Household to only include this option in your search.
    • If toggled on, this setting will only return the Primary listed address at an address that has more than one individual tied to that Household.
  1. Click Locate.
  1. Observe the results of the search for Last Name equals Guerrero.
  1. Observe the Color Coding of the four records:
    • Black/No color indicates a standard Donor record.
    • Red indicates Donor record is part of a Pending Batch requiring QC.
    • Green delineates a Prospect record.
  1. To perform another search, click Clear to remove the criteria entered previously in the fields.
  1. To open a located record, click under the blue hyperlinked ID in the far lefthand column.
  1. Note: In order to avoid duplication, it is important that you search for a Donor record before adding a new Donor

Wildcard Search Parameters

Users can use the % character to locate records when only part of the name or ID is known.

The following table identifies different ways to use the % character and includes a description of the results you will receive from your search.

% Character Results
Search% Displays records that begin with Search
%Search Displays records that end with Search.
%Search% Displays records that contain Search in the name.
Sea%rch Displays records that begin with Sea and ends in “rch”.
The wildcard search is useful if user is unsure of how to spell a donor’s name. For instance, users can enter Sm% in the Last Name field to include “Smith” and “Smyth” records in your results.

ID Search

Since IDs in the Aegis CRM Database are unique, the most accurate method of finding a record is to search by the ID of the record.

Merging Donors

Occasionally users will need to reconcile multiple records that are assigned to the same individual or company. This process is handled by merging those records so there is only one surviving record.

The following considerations should be weighed in approaching a possible merge:

  • Are records actually duplicates? Or are they similar, but distinct records?
  • Once merge committed, it cannot be undone locally, be sure of necessity.
    • Contact Support if you need a merge undone; they can execute.
  • If a merge is executed, the surviving record retains ALL linked data from all merged records such as Transactions, Notes, Linked Individuals, etc.
  • Only TWO records can be merged at a time. If multiple merges needed, users should conduct in stages of two.

Merging Donor STEPS

  1. From the Navigation menu, click on Donors>Locate Donor.
    • Merging records requires locating the records to be merged first.
  1. Locate the records that are to be merged.
    1. In this example, Smith is entered in the last name.
  1. Check the Merge Box in right most column of desired records to be merged.
  1. Click on Merge Selected button at the top left of the Locate results section.
  1. The Identify Donors screen will display. Users confirm the ID to be retained – the Destination Donor ID – and which will be merged – the Source Donor ID.
    • Users can switch which is Source and which is Destination by clicking on center arrow between IDs.
    • If there is a ‘No Merge’ setting from an older partner, users can check the toggle box on to disable.
  1. Click on the Next button.
  1. Review the Donor fields of both the Source & Destination Records.
    • Users check record radio buttons for field data to survive the merge.
  1. Click on the Next button.
  1. Select which Flags from Source should survive merge to Destination.
  1. Click on the Next button.
  1. Review the pending merge results from the Confirm Merge step.
  1. Click on the Finish button.
  1. Users will land on the Merge Complete screen which lists and confirms the listed modifications have been made.
  1. Users can also view a list of the fields merged in the surviving Donors record under that Donor record’s Change History section.

Donor Notes

Donor Notes are tracked, created, and reported on in multiple areas of the Aegis CRM. This section will cover each of those aspects so as to provide users with a solid overview of how Notes work and how they can be effectively utilized.

Specifically, this section will cover:

  • Finding & Editing Donor Notes – Search for & Interact with existing Notes
  • Creating Donor Notes – Creating and Maintaining Notes

Finding and Editing Donor Notes

The Notes section is located under a Donor’s record and enables users to:

  • Search – Locate Notes for the Donor
  • View Search Results – Current & Past of Donor Notes assigned to the Donor
  • For Each Individual Note:
    • View Note Details
    •  Add Follow-Ups
    • Add Attachments
    • Delete

Finding Donor Notes STEPS

  1. Navigate to the Donors Module>Locate Donor>Look up a particular Donor.
  1. From the Donors ID column, click the ID link to open the Donors record.
  1. Scroll to the Notes section of the Donors record.
  1. Observe the Locate (Search) area at the top – this area enables users to search for Donor specific notes by the displayed fields.
    • Users can enter one or more of the fields to search.
    • Users can click the radio buttons to search by My Notes or All Notes.
  1. Observe the Notes Display area in the bottom half of the section – this area displays a list of existing Notes tied to this Donor.
  1. Under the Notes Display section users can view per record column the:
    • Date – Date Note Created
    • Type – Topic Note in reference to (Can be created by local Administrator)
    • Note – Content of Note
    • Operator – Person who created Note
    • Follow up Date – Date Follow Up Due
    • Follow Up Method – Method by which Note should be followed up
    • Follow Up Assigned To – Who is responsible for Follow Up
    • Follow Up Result – The Status of the Follow Up

Editing Donor Notes STEPS

In these steps, users will view all five of major options for editing a Note:

  • Displaying the Edit Note Options
  • View Note Details
  • Add Follow Up
  • Add Attachment
  • Delete This Note

Displaying the Edit Note Options

  1. Open the Donor record and scroll to the Notes section.
  1. From the Notes Display area (bottom of section), click the dropdown to the left of the desired Note to edit.

View Notes Details

  1. From the desired Note, click the Edit dropdown, View Note Details option.
  1. Observe – the Note Details display. From this area the user can:
    • Edit Existing Note – Change the values of the existing Notes fields.
    • Toggle On:
      • Is Private – Enables only current user to see the note.
      • User Alert Notification – Enables change alert notification to the creator or assigned User of note.
  1. From the Follow Ups section users can:
    • View any existing Follow Ups
    • Add a New Follow Up
  1. From the Donor Note Attachments section users can:
    • View any Attachments
    • Add a new record (Attachment)

Add Follow Up

  1. From the desired Note, click the Edit dropdown, Add Follow-Up option.
  1. Observe – Add/Edit Follow-Up screen displays. From this record the user can:
    • Enter Follow-up Date, Follow-up Time, Method, Result, and determine who to Assign To.
  1. If the Set Email Reminder radio button selected, the record expands and users can schedule Start Date, Time of Day, Frequency, select Internal/External Email Addresses, and send specific Reminder Note for email reminders.
  1. If Set Calendar Reminder radio button selected, the user has the same options as above but No Frequency option is enabled.

Add Attachment

  1. From the desired Note, click the Edit dropdown, Add Attachment option.
  1. Observe the Add Attachment screen that displays.
  1. Users should click Locate File, browse to the file location, and click to Add.
  1. Click Save Attachment.
  1. Attachment displays at bottom of the Note record in the Attachments section.

Delete This Note

  1. From the desired Note, click the Edit dropdown, Delete This Note option.
  1. Observe the Add Attachment screen that displays.
  1. Confirm the deletion by clicking the OK button.
  1. User will return to the Notes section of the Donor.

Creating Donor Notes

Users who have permissions to, can create Notes from the Actions menu of a Donor record.
Notes can also be created and added to Donors records via Rapid Entry – that method will be covered in the Rapid Entry manual.

Creating Donor Notes STEPS

  1. Locate and Open the desired Donor record to which a Note is to be added.
  1. From the Actions Menu (right-hand column), click on Create Note option.
  1. Observe the Note Wizard screen that displays.
  1. Complete the Note Details section of the Note Wizard by entering the Subject, Note Type, Date Entered, Time Entered, and Note Text.
  1. Optionally, users use the radio buttons to mark that note as:
    • Is Private – Enables only current user to see the note.
    • User Alert Notification – Enables change alert notification to the creator or assigned User of note.
  1. When Screen is complete, the user has the option to click the:
    • Finish Now button – creates finished Note – returns user to Donor Notes
    • Next button – proceeds to the next Wizard step to create a Follow-Up.
  1. Clicking on the Next button takes the user to the second step of the Notes Wizard.
  1. Users can then choose to select:
    • Add Follow up – displays a Follow Up record to complete.
    • Finish Now – creates finished Note – returns user to Donor Notes.
    • Previous – to return to Main Notes entry of Wizard
    • Next – Proceed to add an Attachment to the Note
  1. Click on the Add Followup button (upper left).
  1. The Follow up page of the Note Wizard displays with the ability to fill out the following fields:
    • Follow-up Date – Date Follow Up due for completion.
    • Follow-up Time – Time Follow Up due for completion.
    • Method – How the Donor should be contacted.
    • Result – What was the outcome of the contact.
    • Assign To – Who was the Follow Up assigned to; users in the DB will display.
  1. Users can choose to click the following buttons:
    • Remove Follow Up – Deletes Follow up – returns user to previous screen.
    • Cancel – Ends the Wizard process – returns user to Donor screen.
    • Finish Now – Saves progress – returns user to Donor screen.
    • Previous – Returns user to previous screen.
    • Next – Take user to the next screen – Attachment.
  1. If the Set Email Reminder radio button selected, the record expands, and users can schedule:
    • Start Date – Day for Reminder(s) to begin send to Selected Users.
    • Time of Day – Time of Day for reminders to be sent.
    • Frequency – Cadence – Once, Hourly, Daily, Weekly, Monthly for reminders.
    • Available/Selected Users – Fellow Users enabled for email reminders.
    • Additional Users – Email of Users external to system to receive reminders.
    • Reminder Note – Note to be included in reminder email.
  1. If the Set Calendar Reminder radio button is selected, the user has the same options as above except the Frequency option is NOT enabled/visible.
  1. Click the Next button.
  1. The Attachment page of the Note Wizard displays.
  1. Users can click Locate File, browse to the file location, and click to Add.
  1. Once loaded, click Save Attachment.
    • Once the wizard is exited, the attachment will display at the bottom of the Note record in the Attachments section
  1. Click Finish to save the Note and exit the Wizard.
  1. The new Note will display in in the Notes Display section of the Donors record.

Locate Transactions

Locate Transactions is a quick and easy way to locate one or multiple transactions to either review, open, and/or edit. Especially common is using this function to locate and then Refund a particular transaction – those steps will be in the section immediately following this one.

Locate Transaction STEPS

  1. From the Navigation menu, click on Donors>Locate transaction.
  1. Enter as many desired pieces of information re: Transaction as desired/needed.
    • If users are targeting a single Donor and have the Donor ID, they should enter that and click Locate (Or Enter on keyboard). This directly opens the Donor record and bypasses the Results screen.
    • Start Date/End Date is very effective for narrowing searches where users are looking within a given time frame.
  1. If the User ID is unknown and/or the user have additional Billing/Shipping Information, they can use those to further define the criteria of the search
  1. Click Find Transaction.
  1. When multiple records are found, records display in the Results section below the Search.
    • Clicking on the column headings Sorts the results by that header.
    • Users can click the View icon (Eye) to open the transaction record.

Refund Transaction

In Aegis CRM users can Refund transactions from within the CRM by utilizing Find Transaction to locate the target to refund.

Before refunding, users should be aware of the following criteria for refunding concerning Aegis or non-Aegis Portal Gateways:

Aegis Payment Gateway vs. 3rd Party Portal Gateway

  • If using an Aegis payment gateway, card refunds should be processed through the web interface.
    • Aegis PGs: TrustCommerce, Paperless, CyberSource, & Authorize.Net.
  • If NOT using an Aegis payment gateway, refunds should be processed via the credit card co. portal with whom the credit card processing relationship is established.
    • NOTE: Users can still record a record of NON-AEGIS PAYMENT GATEWAY refund in the donor’s transaction history by following the refund instructions below – BUT users MUST uncheck the Process Refunds toggle so no attempt is made to charge the payment processor.
    • For information on refunding gifts applied to Aegis, see documentation.
  1. Click Find Transaction.

Locating Transaction to Refund STEPS

  1. In Aegis open the Donors module and select the option for Locate Transaction.
  1. Individual transactions can be located directly by searching via:
    • Donor ID
    • Operator
    • Invoice # (if known)
    • Payment Amount
    • Date Between
  1. Once you have entered the desired search criteria, click Find Transaction.
  1. From the Transaction results that display below the Locate Search, click on the Eye icon in the left hand most column of the desired result.
    • Do NOT click on the Blue ID link as this will take you to the Donor’s record.
  1. Once the record displays, click the Return / Refund button located across from the Actions field at the bottom of the screen.
  1. The Return / Refund screen displays.

Issuing a Full Refund STEPS

From the Return/Refund screen, users should take the steps below to issue a full refund.
  1. Refund Date field auto-fills Today’s date – typically left as is.
  1. Batch Category reflects the same batch category as the original transaction.
  1. Check Process Refund to enable the full refund through the Credit Card/Bank processor upon Save – IF refunding a credit to donors Credit Card or ACH.
OR
  1. Uncheck Process Refund –IF refunding Cash or Check or 3rd Party Payment Processor.
  1. The Amount field reflects the original amount of the donation/payment.
  1. Type reflects the payment type from the original donation and is not editable.
  1. Click Save to issue refund.
  1. The user is returned to the updated Transaction record where the user can see both:
    • The Total Transaction Amount as a Refund.
    • The Payments Amount as a Refund.
  1. Scrolling further down would show a Refund to the Fund Amount as well.
  1. Return to Find Transaction screen – run same search criteria – view Refund stamp on the Transaction line.

Issuing a Partial Refund (NO PRODUCTS) STEPS

To do a partial return on a monetary contribution, the Payments section Amount and the Gifts section Amount must be adjusted to the SAME refunded amount.
This causes the Payment Amount to reflect the reduced Payment amount (non-refunded amount) and the Gifts Amount to reflect the adjusted Donated amount.
The difference between the Original Payment amount and the Adjusted Payments/Gifts Amounts is the actual Refund amount being returned to the donor.
  1. In this example Transaction/Payment Amount of $25.00 – visible from three locations on Transaction Summary Record, will undergo a partial refund of $10.00.
  1. Clicking the Return/Refund button initiates the Refund.
  1. Check Process Refund to enable the full refund through the Credit Card/Bank processor upon Save IF refunding a credit to donors Credit Card or ACH.
    OR
    Uncheck IF refunding Cash or Check or 3rd Party Payment Processor.
  1. Click on the Pencil edit icon to left of the Payment(s) Amount – enter the new dollar value.
  1. Click the Save button.
  1. Click on the Pencil edit icon to left of the Gift(s) Amount – enter the new dollar value.
  1. Click the Save button.
  1. Review to ensure that the Gift Amount reflects the Payment Amount.
  1. Click the Save button at bottom of screen.
    • If a Transaction Reconciliation Error popup displays, users will need to update the Payment and Gift values to reconcile the transaction.
  1. The partial Refund will now be reflected on the Transaction Summary screen under the Payment section.

Issuing a Partial Refund (WITH PRODUCTS) STEPS

In certain scenarios, users may have to refund a monetary contribution, but will NOT require the accompanying product(s) to be returned. In this case, users need to adjust the monetary portion of the contribution, but ensure the refund reflects the product was NOT returned.

In this example followed below, the Transaction/Payment Amount of $34.99 includes a Products purchase of $14.99 and a Contribution of $20.00.
The Contribution of $20.00 will be returned, the T-Shirt payment of $14.99 will NOT
On the Refund/Return screen the Payment Amount must be adjusted to equal the Gift Amount. This in turn will be the total refund amount.
In the example below, the cost of the gift and product is $34.99. To issue the refund without errors, users need to:
  1. Under the Payments section, edit the Amount of $34.99 to read $20.00.
  1. Under the Products section, edit the Returned and Discount amounts to read 0.
    • Returned set to 0 will auto change the Amount field to 0.
  1. Under the Shipping/Handling/Tax section, set all amounts to 0.
  1. NOTE: If Returned, Discounts, and/or Shipping/Handling/Tax amounts are NOT set to 0, a Transaction Reconciliation Error popup will display upon Save.
The Edited screen should look like:
  1. Once those edits are reviewed, the user should click Save at the bottom.
The user returns to the Transaction Summary screen where the partial refund will be reflected on the original transaction at the top and under the Payment section.
Note: Refunds will create a new batch automatically EXCEPT if a transaction is currently in a Pending or Closed status. In this situation users will need to adjust the transaction to the correct amount within its original batch.

Managing Pledges

Pledges are Donor commitments to make contributions and are recognized in Aegis as taken in four different methods:

  • Open Ended Pledge – This is the most encouraged and most common type of pledge used by clients. OE Pledges most important characteristic is they have NO End Date. The pledged amount continues to be collected from the
    Donor for as long as it is marked active. These pledges are set up to collect once a period, most likely Monthly, but can be Weekly or Yearly.
  • One Time Pledge – A pledge that is collected one time. Could be done as part of a pledge towards a certain achievement occurring – i.e. walk-a-thon, bike-a-thon, fun-run or simply a commitment made and captured to pay later, possibly at a conference.
  • Fixed Period Pledge – A pledge that is collected for a certain period of time over multiple payments. Could be a 6-Month, 12-Month, 5 Year pledge, etc. But a pledge that has a clearly defined Start Date, End Date, and Frequency.
  • Goal Based Pledge – A pledge that is collected until it reaches a defined monetary goal. The pledge does not have to have set amounts or time periods defined, but only the commitment to reach a certain goal and to stop contributing once that goal is met.
In this section, users will understand the steps in Aegis to create on of each types of these Pledges.
IMPORTANT NOTES – READ NOW:
  • Pledges taken in the CRM are done solely from a Donor’s record
  • Pledges CANNOT be taken in the CRM on the Start Date of the Pledge, they MUST be taken at least one day in advance of the Start Date.
  • IF a user must take a Pledge with a Start Date of Today’s Date, they MUST do so in Rapid Entry. The steps for doing so are contained in the Rapid Entry Manual.

Processing an Open-Ended Pledge

Pledge Details

  1. Locate and Open the desired Donor record to assign a Pledge
  1. From the left-column Actions menu, click on Manage Pledges.
  1. Click the +Add New Pledge button.
  1. From the Pledge Type dropdown, select Open-Ended.
  1. From the Frequency dropdown, select desired (example is 1x per Month).
  1. Can keep default of Today’s Date in Date Pledged if desired.
  1. BUT, must Enter TOMORROW’s date (or later) in the Start Date fields.
    • Reminder: users CANNOT enter Today’s date in Start Date
    • Be careful: Today’s date always defaults in this field; users MUST manually change to tomorrow’s date or later.
  1. In Day to Charge field, choose the desired day of the month to charge payment.
    • This is the day that the user’s payment of donation will be due/charged.
  1. In the Value field, enter the amount contributed each period.
  1. In Pledge Program, choose the desired Program (Optional) to affiliate pledge to.
  1. In the Appeal field, enter the desired Appeal ID.
    • To exact enter the user must enter the Appeal ID (NOT Name).
    • Users can use the Lookup button to search for and select
  1. In Channel, users can enter a desired value.
  1. In the Active field, keep Yes selected
  1. For Inactivity Reason field – if previous Active field value is No – user must select an Inactivity Reason.
    • Reasons available: Cancelled, CC Declined, CC Expired, Non-Renewal.

Pledge Payment Information

  1. From the Payment Method dropdown, select the desired value: users can choose from Cash, Check, CreditCard, ElectronicFundsTransfer, and Stock.
    • If using CC or EFT, users can toggle Automatic Payment button with Donor permissions.
  1. Fill out the appropriate Details for the Payment Method selected:
    • Check: Check #
    • Credit Card: Card Type, Credit Card #, CC CVV, Exp Month, & Exp Year
    • Electronic Funds Transfer: Account Type, Account #, & Routing #
    • Stock: Reference #
  1. Fill out Bank Name if needed.
  1. Toggling off Use Donors Information (default is on) enables user to edit Address info; otherwise it defaults from Donor’s permanent address.
  1. Add a Note if desired.
  1. Click the Save button at the bottom of the screen.

Saved Pledge

  1. The new Saved Pledge record displays.

Processing a One Time Pledge STEPS

Pledge Details

  1. Locate and Open the desired Donor record to assign a Pledge.
  1. From the left-column Actions menu, click on Manage Pledges.
  1. Click the +Add New Pledge button.
  1. From the Pledge Type dropdown, select One-Time.
  1. The Frequency and Installments fields gray out.
  1. Can keep default of Today’s Date in Date Pledged if desired.
  1. BUT must Enter TOMORROW’s date (or later) in the Start Date fields.
    • Reminder: users CANNOT enter Today’s date in Start Date
    • Be careful: Today’s date always defaults in this field; users MUST manually change to tomorrow’s date or later.
  1. In Day to Charge field, choose the desired day of the month to charge payment.
    • This is the day that the user’s payment of donation will be due/charged.
  1. In the Value field, enter the amount contributed each period.
  1. In Pledge Program, choose the desired Program (Optional) to affiliate pledge to.
  1. In the Appeal field, enter the desired Appeal ID.
    • User must enter Appeal ID (NOT Name).
    • Users can use the Lookup button to search for and select.
  1. In Channel, users can enter a desired value.
  1. In the Active field, keep Yes selected
  1. For Inactivity Reason field – if previous Active field value is No – user must select an Inactivity Reason.
    • Reasons available: Cancelled, CC Declined, CC Expired, Non-Renewal.

Pledge Payment Information

  1. From the Payment Method dropdown, select the desired value: users can choose from Cash, Check, CreditCard, ElectronicFundsTransfer, and Stock.
    • If using CC or EFT, users can toggle Automatic Payment button with Donor permissions.
  1. Fill out the appropriate Details for the Payment Method selected:
    • Check: Check #
    • Credit Card: Card Type, Credit Card #, CC CVV, Exp Month, & Exp Year
    • Electronic Funds Transfer: Account Type, Account #, & Routing #
    • Stock: Reference #
  1. Fill out Bank Name if needed.
  1. Toggling off Use Donors Information (default is on) enables user to edit Address info; otherwise, it defaults from Donor’s permanent address.
  1. Add a Note if desired.
  1. Click the Save button at the bottom of the screen.

Saved Pledge

  1. The new Saved Pledge record displays

Processing a Fixed Period Pledge STEPS

Pledge Details

  1. Locate and Open the desired Donor record to assign a Pledge.
  1. From the left-column Actions menu, click on Manage Pledges.
  1. Click the +Add New Pledge button.
  1. From the Pledge Type dropdown, enter Fixed Period.
  1. From the Frequency dropdown, select desired (example is 1x per Month).
  1. From the Installments dropdown, enter desired (example is 8).
  1. Can keep default of Today’s Date in Date Pledged if desired.
  1. BUT must Enter TOMORROW’s date (or later) in the Start Date fields.
    • Reminder: users CANNOT enter Today’s date in Start Date
    • Be careful:Today’s date always defaults in this field; users MUST manually change to tomorrow’s date or later.
  1. In Day to Charge field, choose the desired day of the month to charge payment.
    • This is the day that the user’s payment of donation will be due/charged.
  1. In the Value field, enter the amount contributed each period.
  1. In Pledge Program, choose the desired Program (Optional) to affiliate pledge to.
  1. In the Appeal field, enter the desired Appeal ID.
    • The user must enter Appeal ID (NOT Name).
    • Users can use the Lookup button to search for and select.
  1. In Channel, users can enter a desired value.
  1. In the Active field, keep Yes selected.
  1. For Inactivity Reason field – if previous Active field value is No – user must select an Inactivity Reason.
    • Reasons available: Cancelled, CC Declined, CC Expired, Non-Renewal.

Pledge Payment Information

  1. From the Payment Method dropdown, select the desired value: users can choose from Cash, Check, CreditCard, ElectronicFundsTransfer, and Stock.
    • If using CC or EFT, users can toggle Automatic Payment button with Donor permissions.
  1. Fill out the appropriate Details for the Payment Method selected:
    • Check: Check #
    • Credit Card: Card Type, Credit Card #, CC CVV, Exp Month, & Exp Year
    • Electronic Funds Transfer: Account Type, Account #, & Routing #
    • Stock: Reference #
  1. Fill out Bank Name if needed.
  1. Toggling off Use Donors Information (default is on) enables user to edit Address info; otherwise, it defaults from Donor’s permanent address.
  1. Add a Note if desired.
  1. Click the Save button at the bottom of the screen

Saved Pledge

  1. The new Saved Pledge record displays.

Processing an Goal Based Pledge STEPS

  1. Locate and Open the desired Donor record to assign a Pledge.
  1. From the left-column Actions menu, click on Manage Pledges.
  1. Click the +Add New Pledge button.
  1. From the Pledge Type dropdown, select Goal Based.
  1. The Frequency and Installments fields gray out
  1. Can keep default of Today’s Date in Date Pledged if desired.
  1. BUT must Enter TOMORROW’s date (or later) in the Start Date fields.
    • Reminder: users CANNOT enter Today’s date in Start Date
    • Be careful: Today’s date always defaults in this field; users MUST manually change to tomorrow’s date or later.
  1. In Day to Charge field, choose the desired day of the month to charge payment.
    • This is the day that the user’s payment of donation will be due/charged.
  1. In the Value field, enter the amount contributed each period.
  1. In Pledge Program, choose the desired Program (Optional) to affiliate pledge to.
  1. In the Appeal field, enter the desired Appeal ID.
    • User must enter Appeal ID (NOT Name).
    • Users can use the Lookup button to search for and select.
  1. In Channel, users can enter a desired value.
  1. In the Active field, keep Yes selected.
  1. For Inactivity Reason field – if previous Active field value is No – user must select an Inactivity Reason.
    • Reasons available: Cancelled, CC Declined, CC Expired, Non-Renewal.

Pledge Payment Information

  1. From the Payment Method dropdown, select the desired value: users can choose from Cash, Check, CreditCard, ElectronicFundsTransfer, and Stock.
    • If using CC or EFT, users can toggle Automatic Payment button with Donor permissions.
  1. Fill out the appropriate Details for the Payment Method selected:
    • Check: Check #
    • Credit Card: Card Type, Credit Card #, CC CVV, Exp Month, & Exp Year
    • Electronic Funds Transfer: Account Type, Account #, & Routing #
    • Stock: Reference #
  1. Fill out Bank Name if needed.
  1. Toggling off Use Donors Information (default is on) enables user to edit Address info; otherwise, it defaults from Donor’s permanent address.
  1. Add a Note if desired.
  1. Click the Save button at the bottom of the screen.

Saved Pledge

  1. The new Saved Pledge record displays

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