Banner Advancement Advanced Gift and Pledge Processing Training Workbook

Transcription

1 Banner Advancement Advanced Gift and Pledge Processing Training Workbook May 2006 Release 7.3 HIGHER EDUCATION What can we help you achieve?

2 Confidential Business Information This documentation is proprietary information of SunGard Higher Education and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard Higher Education. Prepared By: SunGard Higher Education 4 Country View Road Malvern, Pennsylvania United States of America SunGard. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard Higher Education is not rendering legal, accounting, or other similar professional services. SunGard Higher Education makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. Without limitation, SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners.

3 Table of Contents Section A: Introduction...5 Overview...5 Section B: Pledge Processing Review...6 Introduction...6 Review the Advancement Control Form (AGACTRL)...7 Create a Simple Pledge (AGAPLDG)...10 Create a Pledge with More Than One Campaign/Designation...13 Create a Conditional Pledge...17 Create a Third Party Pledge...21 Create Installments for a Pledge (AGAPINS)...24 Assignment of Mass Pledges (AGAPMAS)...26 Pledge/Gift Default Form (AGAPDEF)...28 Attaching Auxiliary Amounts (AGAPAUX)...31 Attaching Associated ID s (AGAPASC)...33 Creating Memo Credit (AGAPMEM)...35 Creating Multiple Credit (AGAPIDS)...37 Institution Split Rules (AGASPRL)...40 ID Split Rules (AGAIDRL)...41 Advancement Pledge Feed to Finance (ADPPFED)...42 Exercises...45 Section C: Gift/Pledge Payment Processing Review...56 Introduction...56 Creating a Simple Gift (AGAGIFT)...57 Creating a Pledge Payment (AGAGIFT)...59 Creating a Gift to Multiple Campaigns/Designations (AGAGIFT)...62 Creating a Pledge and Entering the First Payment on the Pledge (AGAGIFT)...65 Creating a Payment for a Conditional Pledge (AGAPCON & AGAGIFT)...68 Creating a Third Party Payment (AGATPAY)...69 Attaching Auxiliary Amounts (AGAPAUX)...71 Attaching Associated ID s (AGAGASC)...73 Creating Memo Credit (AGAGMEM)...75 Creating Multiple Credit (AGAGIDS)...77 Closing and Finalizing Cashiering Sessions (AGACREV)...80 Advancement Feed to Finance (ADPFEED)...85 Exercises...88

4 Table of Contents Section D: Advancement Matching Gift Processing...99 Introduction...99 Creating a Matching Gift Organization with Basic MG Rules (AOAORGN) Adding Additional MG Rules to an Organization (AOAMTCH) Creating a Company Where Another Organization is Responsible for the Match Gift Program (AOAORGN) Creating an Employment History for a Donor Working for a MG Organization (APAEHIS)106 Creating Anticipated or Expected Matching Gifts using the Expected Matching Allocations Report (AXPMATG) Automatically Creating an Anticipated Matching Gift (AGAGIFT) Creating an Anticipated Matching Gift Manually (AGAMGAJ) Entering the Match from the Matching Gift Organization (AGAMATG) Section E: Advancement Adjustments and Voids Introduction Basic Adjustment (AGAADJS) Adjusting a Simple Pledge (AGAADJS) Adjusting a Simple Gift (AGAADJS) Adjusting a Pledge Payment (AGAADJS) Voiding a Pledge, Gift, or Pledge Payment (AGAADJS) Section F: Acknowledgement Processing Introduction Defining Letters (GTVLETR) Creating Acknowledgement Rules (AGAACKR) Enter Gifts and Pledges to be Acknowledged (AGAPLDG & AGAGIFT) Close and Finalize Cashiering Sessions (AGACREV) Run the Acknowledgement Process (AGPACKN) Review the Pledge/Gift Acknowledgement Form (AGAACKN) Review the Advancement Mail Form (AUAMAIL) Section G: Reports Introduction Pledge Associated Reports Gift Associated Reports Adjustment and Acknowledgement Associated Reports Matching Gift Associated Reports Section H: Reference Forms Job Aid...164

5 Section A: Introduction Overview Workbook goal The purpose of this workbook is to enable participants to review the functionality of the Pledge, Gift, Matching Gift and Acknowledgment modules. This will include the review of the Advancement Control form (AGACTRL), the set up and flow of the Banner Human Resources to Advancement Interface, Cashiering Sessions, and the Feeds to Finance, including the Pledge and Gift feeds. We will also cover adjustments to pledges and gifts. Intended audience Pledge and gift processing personnel Those responsible for establishing rules for recognition and acknowledgements Clients that are live on Banner 6 or 7 and need assistance in the above areas Clients in implementation that need a review of the above areas Objectives By then end of this course, you will be able to complete Pledge Processing Review complete Gift and Pledge Payment Review complete Matching Gift Processing Review complete review for related interfaces: Advancement Pledge Feed to Finance, Advancement Feed to Finance and HR to Advancement Payroll Deduction Feed complete the overview of Pledge/Gift Acknowledgements setup and assignment process. Section contents Overview...5 Page 5

6 Section B: Pledge Processing Review Introduction Overview This section will cover simple pledges, pledges to multiple campaigns and designations, conditional pledges, third party pledges, creating installments for pledges, and the assignment of mass pledges. In addition, the class will review the use of the Pledge/Gift Default Form and the set-up process of the Advancement Control Form. During the session, we will review the Pledge Auxiliary Form (AGAPAUX), Pledge Associated IDs Form (AGAPASC), and Pledge Multiple ID Form (AGAPIDS). Additionally, the class will cover the steps needed to populate the Institution Split Rules Form (AGASPRL) and the ID Split Rules Form (AGAIDRL) to automatically assign pledge memo or multiple credit at the time of pledge entry. If your institution is feeding pledges or intends to feed pledges to Finance, the Banner Pledge Feed to Finance (APPFEED) will be discussed and demonstrated. Section contents Introduction...6 Review the Advancement Control Form (AGACTRL)...7 Create a Simple Pledge (AGAPLDG)...10 Create a Pledge with More Than One Campaign/Designation...13 Create a Conditional Pledge...17 Create a Third Party Pledge...21 Create Installments for a Pledge (AGAPINS)...24 Assignment of Mass Pledges (AGAPMAS)...26 Pledge/Gift Default Form (AGAPDEF)...28 Attaching Auxiliary Amounts (AGAPAUX)...31 Attaching Associated ID s (AGAPASC)...33 Creating Memo Credit (AGAPMEM)...35 Creating Multiple Credit (AGAPIDS)...37 Institution Split Rules (AGASPRL)...40 ID Split Rules (AGAIDRL)...41 Advancement Pledge Feed to Finance (ADPPFED)...42 Exercises...45 Page 6

7 Section B: Pledge Processing Review Review the Advancement Control Form (AGACTRL) Purpose The Advancement Control Form (AGACTRL) lets you enter and store institution specific values related to pledge processing. In particular, the following pledge rules are established on AGACTRL: Pledge Feed Used to identify if the institution is feeding pledges to Banner Finance Used to identify the default pledge type. Pledges fed to Banner Finance must have a pledge type Conditional Pledges Banner form Used to determine the default value that populates the system when all conditions for a conditional pledge have been met. This field must be entered if the institution is going to be tracking Conditional pledges in Banner. Page 7

8 Section B: Pledge Processing Review Review the Advancement Control Form (AGACTRL) (Continued) Procedure Follow these steps to complete this form. 1 Access the Advancement Control Form (AGACTRL). 2 Select the Institution tab. Result: Page 8

9 Section B: Pledge Processing Review Review the Advancement Control Form (AGACTRL) (Continued) Procedure, continued 3 Select the Pledge Rules tab. Result: 4 Enter an unconditional pledge category in the Pledge Category field, if you intend to establish conditional pledges in Banner. 5 Select the Yes or No radio button in the Advancement uses BANNER Finance field. 6 Select the Yes or No radio button in the Advancement feeds Pledges Finance field. 7 Update the rules, if necessary, in the Default Pledge Type Code for Pledge Feed field. 8 Click the Save icon. 9 Click the Exit icon. Page 9

10 Section B: Pledge Processing Review Create a Simple Pledge (AGAPLDG) Purpose The Pledge Form (AGAPLDG) allows you to enter a simple pledge to one campaign and one designation, a pledge to multiple campaigns and or designations, conditional pledges and Third Party Pledges. For most institutions, the majority of the pledges that are entered into Banner are simple pledges (i.e Annual Fund Campaign to the Unrestricted designation). Procedure Follow the steps to create a simple pledge. 1 Access the Pledge Form (AGAPLDG). Page 10

11 Section B: Pledge Processing Review Create a Simple Pledge (AGAPLDG) (Continued) Procedure, continued 2 Enter the ID of the constituent or organization whose pledge is being entered in the ID field. If the ID is unknown, perform a Constituent/Organization Search. Note: An ID must be a constituent or and organization in Banner Advancement before pledges can be posted to the ID's record. 3 Verify that ASSIGN is entered in the Pledge field. 4 Perform a Next Block function. 5 Enter the amount of the pledge being made in the Amount field. 6 The current date automatically defaults in the Pledge Date field. Note: This field can be overwritten to enter the actual date the pledge was made. 7 Enter or select the type of pledge being made in the Type field. 8 (optional) Select appropriate pledge classifications in the Pledge Class fields. 9 The Pledge Status field will default to A for Active Pledge after the pledge information is saved. 10 (optional) Use the Remind Code and Count fields to select an appropriate code for when reminders should be sent (if applicable). 11 Enter any appropriate comments concerning the pledge in the Comments field. 12 Click the Save icon. 13 You will see a confirmation of the transaction in the grey line. Page 11

12 Section B: Pledge Processing Review Create a Simple Pledge (AGAPLDG) (Continued) Procedure, continued 14 Click the Campaigns and Designations tab. Note: This window allows you to select and enter the appropriate campaign(s) and designation(s) to which this pledge is applied. 15 Enter to select the appropriate campaign in the Code field. For this exercise, select the campaign code EXCEL. Note: You do not need to enter the amount in the Amount field. 16 Select the appropriate designation to which the pledge is being applied in the Campaign Designation field. For this exercise, use the designation code COLAW. Note: You can use the search button to access the designations that have been linked to the chosen campaign and then select the correct designation from the list displayed. 17 Click the Save icon to commit the entry. Page 12

13 Section B: Pledge Processing Review Create a Pledge with More Than One Campaign/Designation Campaign and designation tab Many times a donor will send a check to the institution and ask that money be split between several campaigns and designations. Procedure Follow the steps to create a pledge with more than one campaign and designation. 1 Access the Pledge Form (AGAPLDG). 2 Enter or select the ID of the constituent or organization whose pledge is being entered in the ID field. Note: An ID must be a constituent or and organization in Banner Advancement before pledges can be posted to the ID's record. 3 Verify that ASSIGN is entered in the Pledge field. 4 Perform a Next Block function. Page 13

14 Section B: Pledge Processing Review Create a Pledge with More Than One Campaign/Designation (Continued) Procedure, continued 5 Enter the amount of the pledge being made in the Amount field. For this exercise, enter a pledge for $ The current date automatically defaults in the Pledge Date field. Note: This field can be overwritten to enter the actual date the pledge was made. 7 Enter or select the type of pledge being made the Type field. 8 (optional) Select an appropriate pledge classification (if one exists) in the Pledge Class fields. 9 The Pledge Status field will default to A for Active Pledge after the pledge information is saved. 10 (optional) Use the Remind Code and Count fields to select an appropriate code for when reminders should be sent (if applicable). 11 Enter any appropriate comments concerning the pledge in the Comments field. 12 Click the Save icon. 13 You will see a confirmation of the transaction in the grey line. Page 14

15 Section B: Pledge Processing Review Create a Pledge with More Than One Campaign/Designation (Continued) Procedure, continued 14 Click on the Campaigns and Designations tab. Note: This window allows you to select and enter the appropriate campaign(s) and designation(s) to which this pledge is applied. Page 15

16 Section B: Pledge Processing Review Create a Pledge with More Than One Campaign/Designation (Continued) Procedure, continued 15 Enter or select the appropriate campaign in the Campaign field. For this exercise, select the campaign code EXCEL. 16 Enter a dollar amount in the Amount field. For this exercise, enter $ Enter or select the appropriate campaign in the Campaign field. For this exercise, select the campaign code EXCEL. 22 Enter a dollar amount in the Amount field. For this exercise, enter $ Perform a Next Block function. 23 Select the appropriate Designation to which the pledge is being applied in the Designation field. For this exercise, use the designation code COLAW. 24 Enter a dollar amount in the Amount field. For this exercise, enter $ Click the Save icon. Note: The entry will not save unless the campaigns and designations are in balance. This means all amounts for campaigns must equal the total amount of the pledge and all amounts entered for designations must equal the total amount of the campaign they are linked to. Page 16

17 Section B: Pledge Processing Review Create a Conditional Pledge Purpose The Pledge Form (AGAPLDG) allows you to enter conditional pledges. Based on FASB requirements, a conditional pledge is a commitment based on some future and uncertain event taking place (if A happens, then B will happen). Examples of conditional pledges include challenge pledges, building construction requirements, etc. Procedure Follow the steps to create a Conditional Pledge. 1 Access the Pledge Form (AGAPLDG). 2 Enter or select the ID of the constituent or organization whose pledge is being entered in the ID field. Note: An ID must be a constituent or and organization in Banner Advancement system before pledges can be posted to the ID s record. 3 Verify that ASSIGN is entered in the Pledge field. 4 Perform a Next Block function to access the Amount field. Page 17

18 Section B: Pledge Processing Review Create a Conditional Pledge (Continued) Procedure, continued 5 Enter the amount of the pledge being made. For this exercise, enter a pledge for $ The current date automatically defaults in the Pledge Date field. Note: This field can be overwritten to enter the actual date the pledge was made. 7 Enter or select the type of pledge being made in the Type field. 8 (optional) Select an appropriate pledge classification, if one exists, in the Pledge Class field. 9 The Pledge Status field will default to A for Active Pledge after the pledge information is saved. 10 (optional) Use the Remind Code and Count field to select an appropriate code for when reminders should be sent (if applicable). 11 Enter the value for the conditional pledge in the Category field. 12 Enter any appropriate comments concerning the pledge in the Comments field. 13 Click the Save icon. 14 You will see a confirmation of the transaction in the grey line. 15 Banner will automatically navigate you to the Pledge Conditions Form (AGAPCON). The Key ID, Spouse, Pledge, Category, Amount Conditional Check Box, Status and Date will automatically default from the Pledge Form (AGAPLDG). Perform Next Block to access the Condition Type field. Page 18

19 Section B: Pledge Processing Review Create a Conditional Pledge (Continued) Procedure, continued 16 Double click in the Condition Type field to view and select the correct condition for this pledge. 17 Verify that the Conditions Not Met indicator is set. You can access this form again when conditions have been met, to update this indicator. 18 Add a date to the Conditions Expected To Be Met field, if known. 19 In the Pledge Condition Text field, add a free-form text comment. While not required, failure to add a comment will generate a warning message when you save the record. Note: If multiple conditions exist, you can insert record to add additional conditions. Multiple conditions will be indicated by an active vertical scroll-bar on the right side of the form. 20 Click the Save icon to commit the record. 21 Click the Exit icon. You will be returned to the Pledge Form (AGAPLDG) to continue entering a pledge. Note: Once pledge conditions have been entered in AGAPCON, the Conditions button located at the bottom of the Pledge Form will be activated. The system will indicate if conditions exist or have been met. 22 Click the Campaigns and Designations tab. Page 19

20 Section B: Pledge Processing Review Create a Conditional Pledge (Continued) Procedure, continued 23 This window allows you to select and enter the appropriate campaign. 24 Double click in the Campaign field to select the appropriate campaign. 25 Select the appropriate designation to which the pledge is being applied in the Designation field. 26 Click the Save icon. Page 20

21 Section B: Pledge Processing Review Create a Third Party Pledge Purpose The Pledge Form (AGAPLDG) allows you to enter a third party pledge. This would be a pledge that a donor makes where the pledge payment or matching gift payment can come from another entity to pay the pledge partially or in full. An example of a third party pledge would be a donor who is the owner of his own company and pledges $10,000. He sends a personal payment in for $5,000 and a $5,000 check from his company. The company will get hard credit for its $5,000, but the donor expects that payment to satisfy his pledge. Procedure Follow these steps to create a Third Party Pledge 1 Access the Pledge Form (AGAPLDG). 2 Enter the ID of the constituent or organization whose pledge is being entered in the ID field. Note: An ID must be a constituent or and organization in Banner Advancement before pledges can be posted to the ID s record. Page 21

22 Section B: Pledge Processing Review Create a Third Party Pledge (Continued) Procedure, continued 3 Verify that ASSIGN is entered in the Pledge field. 4 Perform a Next Block function. 5 Enter the amount of the pledge being made in the Amount field. For this exercise, enter a pledge for $ Enter or select the type of pledge being made in the Type field. 8 (optional) Select an appropriate pledge classification, if one exists, in the Pledge Class field. 9 The Pledge Status field will default to A for Active Pledge after the pledge information is saved. 10 (optional) Select an appropriate code for when reminders should be sent (if applicable) using the Remind Code and Count fields. 11 Enter the value for the conditional pledge in the Category field. 12 Select the code for Third Party Pledges in the Vehicle field. Note: Once the Third Party vehicle code has bee applied to the pledge, the Third Party checkbox located on the right side of the screen will be checked. 13 Enter any appropriate comments concerning the pledge in the Comments field. 14 Click the Save icon. 15 You will see a confirmation of the transaction in the grey line. 16 Double click in the Campaign field to select the appropriate campaign. 17 Select the appropriate Designation to which the pledge is being applied in the Designation field. 18 Click the Save icon. 19 A Third Party Payment Pledge Alert box will pop up. Page 22

23 Section B: Pledge Processing Review Create a Third Party Pledge (Continued) Procedure, continued 20 Selecting Multiple (Hard) will navigate you to the Pledge Multiple Id Form (AGAPIDS). 21 Perform a Next Block function. 22 Enter the Third Party ID, Amount of Credit, and Third Party Pledge Amount. 23 Click the Save icon. 24 Click the Exit icon. Page 23

24 Section B: Pledge Processing Review Create Installments for a Pledge (AGAPINS) Purpose If a donor wishes to pay a pledge in installments, you can use the Pledge Installment Form (AGAPINS) to create installment records. The Banner Pledge Reminder process uses installment information to generate reminders for mailing to donors. Procedure Follow the steps to complete the procedure. 1 Create a pledge using the Pledge Form (AGAPLDG) 2 Access the Pledge Installment Form (AGAPINS) from the Options drop down menu. 3 In the ID field, enter the ID of the constituent or organization for whom a pledge installment will be created. If the ID is unknown, perform a Constituent/Organization Search. Note: This information should already be displayed. 4 In the Pledge field, enter the pledge number of the pledge for which a pledge installment is being created. 5 If the pledge number is not known, click the Search icon at the end of the Pledge field in order access a list of pledges and select the appropriate pledge number. This information should already be displayed. Page 24

25 Section B: Pledge Processing Review Create Installments for a Pledge (AGAPINS) (Continued) Procedure, continued 6 Perform a Next Block function to navigate to the Reminder Information section of the form. Note: If a reminder code was initially entered on the pledge in the Pledge Form (AGAPLDG), then the Reminder code will default in the Code fields for the corresponding pledge installment dates when the installments are created. 7 To enter the duration of the installment in the Duration field, double click to view and select a duration value. Duration codes are set to a period of time. This allows the system to generate installments. For this exercise, use the duration code 1, One Year. 8 To enter the frequency of the installments in the Frequency field, double click to view and select a frequency value. Frequency codes are set to a period of time. This allows the system to generate installments. For this exercise, use the code QT, Quarterly. 9 In the First Billing field, enter the first billing date. This date should indicate the date for the first billing for the pledge payment to occur. The system will use this date to determine the starting point of all installments. 10 Select Create from the drop down menu of the Install Default field to have Banner automatically create the pledge installment. 11 Perform a Next Block function to view the pledge installment information. If necessary, you can change amounts, dates or add and delete installments, as long as the total for all installments equals the total amount for the pledge. 12 Four equal installments have been created over the course of one year, beginning at the date specified. Note: If pledge payments already exist, Banner will display the payment information by applying the correct portion of any payments to the installments. 13 Click the Save icon. 14 Select the Rollback function to create another installment or Click the Exit icon. Page 25

26 Section B: Pledge Processing Review Assignment of Mass Pledges (AGAPMAS) Purpose The Pledge Mass Entry Form (AGAPMAS) allows you to enter a pledge to multiple donors at the same time. The pledges must all have the same criteria such as campaign, designation, installments, and solicitation information. Procedure Follow the steps to create mass pledges. 1 Access the Pledge Mass Entry Form (AGAPMAS). 2 If the user already has pledge defaults set up on the Pledge Gift Default form, check the box next to Copy Pledge Defaults. The current values on AGAPDEF will default in. 3 Otherwise, in the DATE field and enter the date of the pledges. Note: Current date will default automatically, as will Fiscal Year depending on the date entered. 4 Navigate to the Status field and enter the status of the pledges. 5 Navigate to the Campaign field and enter the Campaign of the pledges. 6 Navigate to the Designation field and enter the Designation of the pledges. 7 Navigate to the Type field and enter the Type of the pledges. 8 Navigate to the Class field and enter the Class of the pledges. Page 26

27 Section B: Pledge Processing Review Assignment of Mass Pledges (AGAPMAS) (Continued) Procedure, continued 9 Navigate to the Comment field and enter any comments appropriate to the pledges. 10 Navigate to the Category, Condition Type, or Vehicle fields and enter the appropriate codes for conditional or third party pledges, if they apply. 11 Navigate to the Installment Block and enter the appropriate values for Billing Date, Duration, Frequency and Reminder Code, if you want installments to be automatically created when the pledges are entered. 12 Navigate to the Solicitation Block and enter any Solicitation Information associated with the pledges (Type, Organization, Year or Solicitor). 13 Perform the Next Block function to navigate to the ID s Window. 14 In the ID field, enter the ID of the individual making the donation. 15 Enter the amount of the donation in the Amount field. 16 Enter the Solicitor in the Solicitor field. This is optional. 17 Navigate to the next line and repeat steps until all of the ID s have been entered 18 Click the Save icon. Once the work has been saved, the ID s will be assigned a pledge number. 19 Click the Exit icon. Page 27

28 Section B: Pledge Processing Review Pledge/Gift Default Form (AGAPDEF) Review default data Using defaults can speed up the pledge entry process, but you must be careful to review default data for each pledge before saving. Procedure Follow the steps to complete the procedure. 1 Access the Pledge/Gift Default Form (AGAPDEF). Note: You will be ble to enter the appropriate information into the given fields that you wish Banner to automatically default into the Pledge Form (AGAPLDG) when entering new pledges 2 Defaults can be set for the following: Campaign, Designation, Solicitation Type, Solicitor Organization, Solicitor ID, Contact Type, Contact Result, Vehicle Code and Pledge/Gift Date. Indicate that these defaults are set up for New Pledges in the Transaction Type field. Page 28

29 Section B: Pledge Processing Review Pledge/Gift Default Form (AGAPDEF) (Continued) Procedure, continued 3 Perform a Next Block function. Continue entering further Pledge Defaults including Pledge Status, Pledge Type, Pledge Class, Reminder Code, Duration, Frequency, Pledge Category, and Condition Type. 4 When you have entered all your defaults, click the Save icon. 5 Select the Exit icon. Enter the pledge Once you have your defaults set on AGAPDEF proceed to the Pledge Entry Form (AGAPLDG). Procedure Follow the steps to complete the procedure. 1 Access the Pledge Form (AGAPLDG). 2 In the ID field, enter the ID of the constituent or Organization whose pledge is being entered. If the ID is unknown, perform a Constituent / Organization Search. 3 Verify that ASSIGN is entered in the Pledge field. Page 29

30 Section B: Pledge Processing Review Pledge/Gift Default Form (AGAPDEF) (Continued) Procedure, continued 4 Perform a Next Block function. Note: Any default values entered in the Pledge Gift Default Form (AGAPDEF) are now displayed in the Pledge Form. 5 In the Amount field, enter the amount of the pledge being made. Amounts should be entered without the dollar ($) sign, and without the decimal point, unless necessary. Note: Banner automatically defaults the current date with the corresponding Fiscal Year in the Date and Fiscal Year fields. If a date other than the current date was entered as a default Gift/Pledge date on AGAPDEF, the default date will display. Be careful to confirm that the date displayed is the date you want to have as the pledge date. 6 Navigate to the Def Camp/Desg field and select the indicator box to apply the pledge campaign and designation defaults created in AGAPDEF. 7 Navigate to the Comments field to enter any appropriate comments concerning the pledge. 8 Click the Save icon to commit the Pledge. 9 The default campaign and designation information will be displayed in the Campaign/Designation window of the Pledge Form. Page 30

31 Section B: Pledge Processing Review Attaching Auxiliary Amounts (AGAPAUX) Relate IDs and pledges The form also allows you to relate IDs and pledges to amounts other than the pledge amount. These amounts, known in Banner as auxiliary amounts, can be assigned a code and related to donor category codes and preferred class years. Procedure Follow these steps to complete the procedure. 1 Create a pledge using the Pledge Form (AGAPLDG). 2 Access the Pledge Auxiliary Amount Form (AGAPAUX). 3 In the ID field, enter the ID of the constituent or organization who made the pledge. If the ID is unknown, perform a Constituent / Organization Search. Note: When an ID is selected, the Primary Donor Category and Class year are displayed to the right of the ID s name. 4 Enter the pledge number in the Pledge field. If the pledge number is unknown, perform a search. 5 Perform a Next Block function. Page 31

32 Section B: Pledge Processing Review Attaching Auxiliary Amounts (AGAPAUX) (Continued) Procedure, continued 6 In the Auxiliary Code field, enter an appropriate code to define the reason for an auxiliary amount. Note: The full amount of the pledge is displayed in the Amount field, and the donor s class year is displayed in the Donor Category and Class Year fields. 7 Tab to the Auxiliary Value field and enter the auxiliary value related to the pledge in the key block. This value could reflect the Present value of a Planned Gift, the value of a benefit or premium received, or the high/low value of a stock gift. 8 Tab to the Date field and change the date if needed. 9 Navigate to the Comments field and enter any appropriate comments concerning the auxiliary amount. 10 Click the Save icon to commit the entry. 11 Click the Exit icon or select Rollback to enter an auxiliary amount for another ID and pledge. Page 32

33 Section B: Pledge Processing Review Attaching Associated ID s (AGAPASC) Purpose Additional people or organizations can be associated with a pledge using the Pledge Associated ID Form (AGAPASC). This is the correct form to use to associate an ID without giving the ID any credit amount. Procedure Follow the steps to complete the procedure 1 Create a pledge using the Pledge Form (AGAPLDG) 2 Access the Pledge Associated Id Form (AGAPASC). 3 In the ID field, enter or retrieve the ID of the constituent or organization who made the pledge. 4 In the Pledge field, enter or retrieve the pledge number of the pledge that will be associated to another ID. 5 Perform a Next Block function. 6 In the Type field, enter or retrieve the code that represents the type of association the pledge has with the other ID (in honor of, in memory of, etc.). 7 Navigate to the ID field and enter or retrieve the ID of the constituent or organization associated with the pledge. Page 33

34 Section B: Pledge Processing Review Attaching Associated ID s (AGAPASC) (Continued) Procedure, continued 8 In the Addr field, select the address type of the ID associated with the pledge. This is optional. Note: The address type can be used for letter generation purposes. 9 Navigate to the Assoc Date to enter the date in which the ID became associated with the pledge. The associated date is not required and will default to the current date if a date is not entered. Note: To enter other associated IDs continue performing an Insert Record function and repeat the above mentioned processes. 10 Click the Save icon to commit. 11 Click the Exit icon to commit. Page 34

35 Section B: Pledge Processing Review Creating Memo Credit (AGAPMEM) Assign memo (soft) credit You can assign memo (soft) credit to others in three ways: Automatically for all donors using the Institutional Split Rules Form (AGASPRL)) Automatically for a particular donor using the ID Split Rules Form (AGAIDRL) Manually for a specific pledge or gift. This exercise describes the manual method for a pledge. The total amount of all memo credit for a pledge can exceed the amount of the pledge. However, no individual can receive memo credit in an amount greater than the pledge. Memo credit should be used for donor recognition purposes only. Gift Society rules can be created using memo credit amounts. Be careful when creating reports, since memo credit can exceed the actual amount of pledges received. Procedure Follow the steps to complete the procedure 1 Create a pledge using the Pledge Form (AGAPLDG). 2 Access the Pledge Memo ID Credit Form (AGAPMEM) to assign memo (soft) credit from an existing pledge to other IDs. Page 35

36 Section B: Pledge Processing Review Creating Memo Credit (AGAPMEM) (Continued) Procedure, continued 3 In the ID field, enter the ID of the constituent or organization who made the pledge. If the ID is unknown, perform a Constituent / Organization Search. 4 Enter the pledge number in the Pledge field. If the pledge number is unknown, perform a Search. This information should already be displayed. 5 Perform a Next Block function. 6 In the ID field, enter or retrieve the ID of the constituent or organization who should receive memo credit for the listed pledge. For this exercise, select any constituent ID. 7 In the Credit Amount field, enter the amount of memo credit the ID should receive. Note: You can continue to perform Insert Record functions to enter other IDs and hard credit amounts as needed. 8 Enter the full amount of the pledge. 9 Click the Save icon 10 Click the Exit icon or Rollback icon to retrieve another ID and pledge from which to assign hard credit. Page 36

37 Section B: Pledge Processing Review Creating Multiple Credit (AGAPIDS) Assign multiple (hard) credit You can assign multiple (hard) credit to others in three ways: Automatically for all donors using the Institutional Split Rules Form (AGASPRL)) Automatically for a particular donor using the ID Split Rules Form (AGAIDRL) Manually for a specific pledge or gift. This exercise describes the manual method for a pledge The total amount of all multiple credits for a pledge must be the same as the pledge. Therefore, any credit assigned to others is taken away from the original pledge-maker. Since multiple credit amounts always equal actual pledge amounts (although the amounts are distributed to more IDs), reports can reliably use multiple credit if desired. Typically multiple credits are used in processing pledges from spouses where each spouse will share the credit for the pledge. Page 37

38 Section B: Pledge Processing Review Creating Multiple Credit (AGAPIDS) (Continued) Procedure Follow the steps to complete the procedures. 1 Create a pledge using the Pledge Form (AGAPLDG). 2 Access the Pledge Multiple IDs Form (AGAPIDS). The Pledge Multiple IDs Form is used to re-assign hard credit from the pledge maker to other IDs. 3 Enter the ID of the constituent or organization who made the original pledge in the ID field. 4 Perform a constituent/organization search by clicking the Search icon at the end of the ID field. 5 Perform a pledge number search by clicking the Search icon at the end of the Pledge field if the pledge number is not known. This information should already be displayed. 6 Perform a Next Block function. 7 In the ID field, enter or retrieve the ID of the constituent/organization who should receive multiple credits for the listed pledge. Use any constituent ID for this exercise. Note: If an institutional or ID split credit rule exists, Banner will automatically apply the multiple and memo credit amount according to the rules specified in the Institutional Split Rules Form (AGASPRL) or the ID Split Rules Form (AGAIDRL). Page 38

39 Section B: Pledge Processing Review Creating Multiple Credit (AGAPIDS) (Continued) Procedure, continued 8 In the Credit field, enter the amount of multiple credits the ID should receive. For this exercise, apply half of the amount of the pledge. 9 You can continue performing Insert Record functions to enter other IDs and hard credit amounts as needed. Note: The total of all multiple credits (including the credit assigned to the original pledge-maker) must be the same as the pledge amount. All credit given to others is reduced from the original donor. 10 Click the Save icon. 11 Click the Exit or Rollback icon to retrieve another ID and pledge from which to assign multiple credit. Note: Hard credit assigned to pledges is automatically carried over to subsequent payments made. Page 39

40 Section B: Pledge Processing Review Institution Split Rules (AGASPRL) Purpose The Institution Split Rules Form (AGASPRL) allows the institution to create Multiple (Hard) or Memo (Soft) credit automatically at the time of pledge entry. It creates the Hard or Soft credit based on relationships or cross reference values. Procedure Follow the steps to create institution split rules. 1 Access the Institution Split Rules Form (AGASPRL). 2 Enter the relationship that you want to create the rule for In the Xref field. 3 Next Block to the Cross Reference Rule block. 4 Enter the priority for the relationship entered above (usually it is 1 when entering for the first time) in the Priority field. 5 Tab to the Default Split%. It will default automatically to 50%, but can overwritten. 6 Tab to the Multiple/Memo field and select Multiple (H) or Memo (Soft for the type of credit you want to create. 7 Click the Save icon. 8 If you want to create additional rules for this relationship by campaign and or designation, you enter those rules in the next block, Split Pledges/Gifts Rules. Page 40

41 Section B: Pledge Processing Review ID Split Rules (AGAIDRL) Purpose The ID Split Rules Form (AGAIDRL) allows the institution to create Multiple (Hard) or Memo (Soft) credit automatically at the time of pledge entry. It creates the Hard or Soft credit based on relationships or cross reference values for specific ID. Procedure Follow the steps to create institution split rules. 1 Access the ID Split Rules Form (AGAIDRL). 2 Enter the ID of the record that you want to create the split rule for in the ID field. 3 Perform a Next Block function to access the Cross Reference Rules. 4 Enter the relationship that you want to create the rule for in the Xref field. 5 Click in the Process Split checkbox. 6 Enter 1 in the Priority field. 7 Tab to the Default Split%. It will default automatically to 50%, but can be overwritten. 8 Tab to the Multiple/Memo field and select Multiple (H) or Memo (Soft for the type of credit you want to create. 9 Click the Save icon. 10 If you want to create additional rules for this relationship by campaign and or designation, you enter those rules in the next block, Split Pledges/Gifts Rules. Page 41

42 Section B: Pledge Processing Review Advancement Pledge Feed to Finance (ADPPFED) Purpose The Advancement Pledge Feed to Finance feeds pledges to Banner Finance or to an organization-specific finance system in a generic feed table. This feed marks each pledge with a feed indicator, the date fed and batch ID. Procedure Follow these steps to complete the process. 1 Access the Process Submission Control Form (GJAPCTL). 2 Enter the ADPPFED in the Process field. 3 Enter DATABASE in the Printer field. This will send your output to the database for review before printing. 4 Perform a Next Block function to access the Parameter Values block. 5 Enter a value for Parameter 01 in the Values field. Note: This would be the beginning date range of the pledges you wish to feed. Optional, current date will default. Page 42

43 Section B: Pledge Processing Review Advancement Pledge Feed to Finance (ADPPFED) (Continued) Procedure, continued 6 Enter a value for Parameter 02 in the Values field. Note: This would be the ending date range of the pledges you wish to feed. This field is optional, current date will default. 7 Enter a value for Parameter 03 in the Values field. Note: This is how you want your report sorted. Enter U for user or D for date of pledge or P for pledge number. This field is optional. Page 43

44 Section B: Pledge Processing Review Advancement Pledge Feed to Finance (ADPPFED) (Continued) Procedure, continued 8 Enter a value for Parameter 04 in the Values field. Note: Pledges will feed to finance for the Users entered here. If you want all users, leave this parameter blank. 9 Enter a value for Parameter 05 in the Values field. Note: This determines whether your output will be in Summary or Detail format. Enter S for Summary or D for Detail. 10 Enter a value for Parameter 06 in the Values field. Note: This is the feed date that will be assocatied with the pledges when they are fed to Finance if run in update mode. The current date will default if left blank. This field is optional. 11 Enter a value for Parameter 07 in the Values field. Note: This determines whether you will update the database. R for Report will not update the database, but will print a report of what will be updated. U for update will update the database and print a report. 12 Perform a Next Block function to access the Submission block. 13 Click the Save icon to run your report. 14 When the report has finished it will show two files at the bottom of the form, a.lis and a.log file. The.lis file will be the output of your report. Page 44

45 Section B: Pledge Processing Review Exercises Scenario 1 Creating a Campaign and Designation Directions We need to create a scholarship campaign and the designation for the campaign. Exercise Use the following information to complete the exercise. Form Access the Main Advancement Menu. Select Campaign Menu. Select Campaign Header Form (AFACAMP). AFACAMP Enter the campaign code, description, campaign type and from/to dates. Save the data. Using Direct Access, navigate to the Designation form (ADADESG). ADADESG Enter the designation code, description (use your name ex. John Jones Endowed Scholarship), designation type and VSE code. Save the data. Using Direct Access, navigate to the Campaign Designations form (AFADESG). AFADESG Enter or select the designation that you just created. Save the data. Page 45

46 Section B: Pledge Processing Review Exercises (Continued) Scenario 2 Entering a Pledge Exercise A week ago today, a donor pledged $50,000 to the scholarship campaign. The full amount will be realized two years from today. The donor has requested reminders every three months. The first installment is due the beginning of next month. Form Access the Main Advancement Menu. Select Pledge Menu. Select Pledge Data Entry Menu. Select the Pledge Form (AGAPLDG). AGAPLDG Enter the ID of one of the constituents on Banner. Conduct a search. Enter a pledge amount of $50,000. Indicate that the pledge was made a week ago today. Some sort of reminder will be generated for this pledge. Enter a reminder code. Save the data. In the Campaign/Designations Window, indicate that the pledge was made to the Campaign/Designation created in the previous scenario. Save the data. Notice that the pledge amount defaulted! AGAPINS Navigate to the Pledge Installment Form (AGAPINS). Indicate that the pledge duration is two years and that the first quarterly reminder should be sent the beginning of next month. Create the installments. Look at the scheduled reminder dates. Change one of the dates to the end of the month. Save the data Page 46

47 Section B: Pledge Processing Review Exercises (Continued) Scenario 3 Entering a Pledge Made to More Than One Campaign and/or Designation Exercise The donor s employer decided that they too would like to participate in the scholarship. Thus the employer has pledged $50,000 and an additional $1,000 to the Annual Campaign. The pledge to the annual campaign will be split between three designations. Form Access the Main Advancement Menu Select Pledge Menu Select Pledge Data Entry Menu Select the Pledge Form (AGAPLDG) AGAPLDG Enter the ID of an organization that you created. Conduct a search. Enter a pledge amount of $51,000. Save the data. Access the Campaign/Designations Window In the Campaign field, enter the scholarship campaign. In the amount field, indicate that the amount pledged to this campaign is $50,000. In the designation field, enter the scholarship designation. In the amount field, indicate that the amount pledged to the designation is $50,000. Save the data. Review the information that defaulted. Access the campaign area. Create a new record using the Insert function. Enter or select an annual fund campaign (ANN93 works). In the campaign amount field, enter $1,000. In the designation fields, indicate the following: (Hint: Use the Insert function for the 3 rd designation). Designation 1 $200 Designation 2 $300 Designation 3 $500 Save the data. Page 47

48 Section B: Pledge Processing Review Exercises (Continued) Scenario 4 Conditional Pledges Exercise A new donor has heard about the scholarship campaign, and has indicated a desire to use her pledge to generate interest in the scholarship. She has pledged $600 with the condition that the pledge be matched by other donors. Form Access the Main Advancement Menu Select Pledge Menu Select Pledge Data Entry Menu Select the Pledge Form (AGAPLDG) AGAPLDG Enter a pledge with the condition code of Conditional in the amount of $600. From the Pledge Form, access the Pledge Conditions Form (AGAPCON). AGAPCON Indicate that the pledge is conditional on receiving other pledges. Enter an optional date that the conditions should be met. Save the data, including all pledge data. Note: The instructor needs to create the following: ATVPCAT ATVCTYP AGACTRL Conditional Unconditional Condition Met Matching Pledges Required In the default Unconditional Pledge block, indicate that the conditions that are met will default to Condition Met. Page 48

49 Section B: Pledge Processing Review Exercises (Continued) Scenario 5 Third Party Pledges Exercise A donor would like to make a $2500 pledge to the Annual Fund campaign, but has indicated that the pledge payment will come from his company. He would like to get participation credit for his pledge. Form Access the Main Advancement Menu Select Pledge Menu Select Pledge Data Entry Menu Select the Pledge Form (AGAPLDG) AGAPLDG Enter a pledge with the vehicle code of Third Party Pledge in the amount of $2,500 to an Annual Fund campaign and designation. Save. A Third Party Payment Pledge Alert box will pop up. Select Memo (soft credit) and the system will take you to the Pledge Memo ID Form (AGAPMEM). AGAPMEM Enter the company ID and $2,500 in credit and #3rd Party Pledge amount. Save your changes. Note: The instructor needs to create the following: ATVPGVE Third Party Pledge Third Party Payment Third Party Matching Gift Payment Page 49

50 Section B: Pledge Processing Review Exercises (Continued) Scenario 6 Pledge Mass Entry Exercise Your office received a list of people who pledged to the scholarship drive. Someone has reviewed the list and determined that everyone listed is a constituent in the database. Update their records with the pledge information. The scholarship honoree has requested that all pledges to the scholarship be reminded semi-annually for the next two years. The first reminders should be sent the beginning of next month. Form Access the Main Advancement Menu Select Pledge Menu Select Pledge Data Entry Menu Select the Pledge Mass Entry Form (AGAPMAS) AGAPMAS Enter or select the Campaign and Designation codes for the scholarship that you created. Enter or select a reminder code. In the pledge area, enter the following pledge information: Matt Allen $100 Melissa Klein $150 Angela Wooster $150 Roberta Evans $250 Save the data. Notice the information that defaults and the auto-help message. Page 50

51 Section B: Pledge Processing Review Exercises (Continued) Scenario 7 Using the Pledge Gift Default Form Exercise At your institution 65% of the pledges that are entered are posted to the Annual Fund. Using the Pledge/Gift Default Form, set up defaults to an Annual Fund Campaign and Designation. Enter a pledge to any constituent using your user defaults. Form Access the Main Advancement Menu Select Pledge Menu Select Pledge Data Entry Menu Select the Pledge/Gift Default (AGAPDEF) AGAPDEF Enter a default Campaign and Designation Save Changes. Using Direct Access, navigate to the Pledge Form (AGAPLDG). AGAPLDG Enter a pledge for $50 using the Def Campaign/Designation check box. Save the data. Page 51

52 Section B: Pledge Processing Review Exercises (Continued) Scenario 8 Meeting the Requirements of Conditional Pledges Exercise The pledges that you entered on the Mass Pledge Entry Form (Scenario 6) have satisfied the conditions for the previous $600 pledge (Scenario 4). You must indicate that the condition has been met. Form Access the Main Advancement Menu Select Pledge Menu Select Pledge Data Entry Menu Select the Pledge Conditions Form (AGAPCON) AGAPCON The donor and pledge will be displayed (in normal circumstances, you would have to look for and select this information) Indicate that the condition has been met in the status field. Save the data. Note that the condition code has been updated. Page 52

53 Section B: Pledge Processing Review Exercises (Continued) Scenario 9 Assigning Memo Credit Exercise The Director of Development has requested that the owners of the company in Scenario 3 receive soft credit for the company s pledge. Form Access the Main Advancement Menu Select Pledge Menu Select Pledge Data Entry Menu Select the Pledge Memo ID form (AGAPMEM) AGAPMEM The pledge number of the pledge you previously created should be displayed. Access the Pledge List form (AGCPLDG) to verify that this is the correct pledge. In the Memo IDs area, enter or select a constituent. In the amount field, credit the individual with the full amount of the pledge. Repeat the previous steps for other individuals in the next ID field. Use the Insert function, if necessary. Save the data. Review the information for the organization and constituents on the Pledge List form (AGCPLDG). AGCPLDG Access the Detail of the pledge you just created. In the Pledge Detail window, access the Memo Credit detail. Verify the credit given to the constituents Return to the Pledge List window. Return to the Key Information block Enter the ID of one of the constituents that you gave memo credit to. Access the Memo detail for the constituent. Verify the organization that received hard credit. Page 53

54 Section B: Pledge Processing Review Exercises (Continued) Scenario 10 Assigning Multiple Credit Exercise The donor has decided to pledge $2,500 to the Annual Fund. His wife is a constituent, also. They would both like to receive 50% credit for the pledge. Form Access the Main Advancement Menu Select Pledge Menu Select Pledge Data Entry Menu Select the Pledge (AGAPLDG) AGAPLDG Enter the ID of a married constituent. Conduct a name search if necessary Enter a pledge for $2,500 to the Annual Fund Campaign and Designation Save the data. Access the Multiple ID Form (AGAPIDS) AGAPIDS The donor s spouse should appear in the Key ID block In the ID field of the Multiple ID area, enter the spouse s ID that is displaying at the top of the form Enter $1,250 in the amount field Before saving the data, review the amounts at the bottom of the form Save the data Page 54

55 Section B: Pledge Processing Review Exercises (Continued) Scenario 11 Auxiliary Credit Exercise An Alumnus, who is also a Parent, has decided to give $250 to the scholarship campaign. The donor wishes that his credit be reported under his parental status. Form Access the Main Advancement Menu Using Direct Access, navigate to the Constituent Information Form (APACONS) APACONS Enter or select an ID of an Alumnus. Conduct a name search, if necessary. Enter an additional donor category of Current Parent Save the data Using Direct Access, navigate to the Pledge Form (AGAPLDG) AGAPLDG The ID of the constituent will be in the Key Information ID field. Enter a pledge for $250 to the scholarship campaign. Save the data. Access the Pledge Auxiliary Amount Form (AGAPAUX), using Direct Access. AGAPAUX The donor s ID will be displayed. Enter the Pledge Number of the pledge that was just created. Enter an Auxiliary Code for Donor Category Credit. The amount and primary donor category will default. Override the Donor code with the code for Current Parent. Add a comment explaining the reason for this entry. Save the data. Page 55

56 Section C: Gift/Pledge Payment Processing Review Introduction Overview This section will cover simple gifts, gifts to multiple campaigns and designations, payments on conditional pledges, and third party payments. In addition, the class will review the use of the Pledge/Gift Default Form and the set-up process of the Advancement Control Form. During the session, the class will review the Gift Auxiliary Form (AGAGAUX), Associated IDs Form (AGAGASC), Gift Memo Form (AGAGMEM) and Gift Multiple ID Form (AGAGIDS). Additionally, the class will cover the steps needed to populate the Institution Split Rules Form (AGASPRL) and the ID Split Rules Form (AGAIDRL) to automatically assign memo or multiple credit at the time of gift/payment pledge entry. If your institution is feeding pledges or intends to feed pledges to Finance, the Banner Feed to Finance (ADPFEED) will be discussed and demonstrated. Section contents Introduction...56 Creating a Simple Gift (AGAGIFT)...57 Creating a Pledge Payment (AGAGIFT)...59 Creating a Gift to Multiple Campaigns/Designations (AGAGIFT)...62 Creating a Pledge and Entering the First Payment on the Pledge (AGAGIFT)...65 Creating a Payment for a Conditional Pledge (AGAPCON & AGAGIFT)...68 Creating a Third Party Payment (AGATPAY)...69 Attaching Auxiliary Amounts (AGAPAUX)...71 Attaching Associated ID s (AGAGASC)...73 Creating Memo Credit (AGAGMEM)...75 Creating Multiple Credit (AGAGIDS)...77 Closing and Finalizing Cashiering Sessions (AGACREV)...80 Advancement Feed to Finance (ADPFEED)...85 Exercises...88 Page 56

57 Section C: Gift/Pledge Payment Processing Review Creating a Simple Gift (AGAGIFT) Purpose The Gift Form (AGAGIFT) can be used to enter one-time gifts, pledge payments, and new pledges with their initial pledge payments. It can also be used to update address and telephone information. To enter organization matching gift payments, use the Employer Matching Gift Payment Form (AGAMATG). Procedure Follow these steps to complete the process. 1 Access the Gift Form (AGAGIFT). 2 Find the appropriate record by clicking the Search icon at the end of the ID field. Note: Individual or company must be a constituent. (Must have a donor category on APACONS) to be able to process a gift. 3 The word ASSIGN must be in the Gift field. 4 Perform a Next Block function or click in the Amount field. 5 Pledge numbers must be all zeros. 6 Enter the gift amount in the Gift Amt field. This is a required field. 7 Enter the Gift Type. This is a required field. Page 57

58 Section C: Gift/Pledge Payment Processing Review Creating a Simple Gift (AGAGIFT) (Continued) Procedure, continued 8 If CC (Credit Card) is the form of payment, enter the credit card information. 9 If payment is via CK (check) you may overtype the word check and enter the actual check number. 10 Enter a comment when appropriate (use for stocks for example, to record the number of shares). 11 Select the Match Form check box if the Matching Gift Form was received with the gift. Note: On AGACTRL there is a setting for Matching Gift Form. If you indicated that the form MUST be received, then the Match Form Received flag is critical to the matching gift process. If you indicated that the form is not needed, then this switch is informational. 12 Enter the Solicitation code if you want to track what prompted this gift. 13 The Gift Date field will default to today s date. If you want to change it, high light it and then overtype it. 14 The appropriate FY (fiscal year) will default based on the date. 15 If this gift is In Memory, In Honor, and/or Anonymous, double-click on the Gift Class field and select the appropriate code(s). Note: More than one code can be associated with this gift. 16 If Anonymous is selected for a gift class, this indicates that this gift is anonymous. 17 Click the Save icon. Banner will assign a Gift Number to this gift. 18 Perform a Next Block function to access the Campaign/Designation block. 19 The Gift Amount and Pledge Number will default from above. 20 Double-click in the Camp field to view the list of Campaigns. Select a campaign from this list by double-clicking the Campaign. 21 In the Designation field, click on the Search icon to view a list of Designations linked to the Campaign that was previously selected. Double-click on the desired Designation and the value will be returned to the Gift Form. 22 Click the Save icon. Page 58

59 Section C: Gift/Pledge Payment Processing Review Creating a Pledge Payment (AGAGIFT) Purpose The Gift Form (AGAGIFT) can be used to enter pledge payments, which are counted against the pledge. Once the pledge has been satisfied by all of the pledge payments necessary, the pledge status will change from Active to Satisfied. Procedure Follow these steps to complete the process. 1 Access the Gift Form (AGAGIFT). 2 Find the appropriate record by clicking the Search icon at the end of the ID field. Note: Individual or company must be a constituent. (Must have a donor category on APACONS) to be able to process a gift. 3 The word ASSIGN must be in the Gift field. 4 Perform a Next Block function or click in the Amount field. 5 Click in the Pledge field and the zeros will be highlighted. Remove the zeros using the backspace key. Click on the Search icon. This will take you to the donor s Pledge List Form (AGCPLDG). Put your cursor on the pledge that you want to select and double-click. This will return you to the Gift Form with the Pledge Number. Page 59

60 Section C: Gift/Pledge Payment Processing Review Creating a Pledge Payment (AGAGIFT) (Continued) Procedure, continued 6 Enter the gift amount in the Gift Amt field. This is a required field. 7 Enter the Gift Type. This is a required field. If CC (Credit Card) is the form of payment, enter the credit card information. Optional. If payment is via CK (check) you may overtype the word check and enter the actual check number. Enter a comment when appropriate (use for stocks for example, to record the number of shares). 8 Select the Match Form check box if the Matching Gift Form was received with the gift. Note: On AGACTRL there is a setting for Matching Gift Form. If you indicated that the form MUST be received, then the Match Form Received flag is critical to the matching gift process. If you indicated that the form is not needed, then this switch is informational. 9 Once these rules have been set, you do not need to change them unless your policies and procedures are changed. 10 Enter the Solicitation code if you want to track what prompted this gift. 11 Gift Date will default to today s date. 12 If you want to change the date, highlight and then overtype it. 13 The appropriate FY (fiscal year) will default based on the date. Note: At the end of the fiscal year, the Finance area generally allows transactions to be posted for the closing fiscal year for a certain period of time (two weeks for example). In this case, overtype the date so that the fiscal year will be correct. 14 If this gift is In Memory, In Honor, and/or Anonymous, double-click on the Gift Class field and select the appropriate code(s). Note: More than one code can be associated with this gift. If Anonymous is selected for a gift class, this indicates that this gift is anonymous. Page 60

61 Section C: Gift/Pledge Payment Processing Review Creating a Pledge Payment (AGAGIFT) (Continued) Procedure, continued 15 Click the Save icon. 16 Perform a Next Block function to access the Campaign/Designation block. 17 The Pledge Number, Campaign and Designation will default onto the form. 18 Enter the Amount to be paid for this Campaign/Designation combination. 19 Click the Save icon. Page 61

62 Section C: Gift/Pledge Payment Processing Review Creating a Gift to Multiple Campaigns/Designations (AGAGIFT) Purpose The Gift Form (AGAGIFT) can be used to enter one-time gifts, pledge payments, and new pledges with their initial pledge payments. It can also be used to update address and telephone information. To enter organization matching gift payments, use the Employer Matching Gift Payment Form (AGAMATG). Procedure Follow these steps to complete the process. 1 Access the Gift form (AGAGIFT). 2 Find the appropriate record by clicking the Search icon at the end of the ID Field. Note: Individual or company must be a constituent. (Must have a donor category on APACONS) to be able to process a gift. 3 The word ASSIGN must be in the Gift field. 4 Perform a Next Block function or click in the Amount field. 5 Pledge numbers must be all zeros. 6 Enter the gift amount in the Gift Amt field. This is a required field. For the purpose of this exercise, enter $100 as the Gift Amount. 7 Enter the Gift Type. This is a required field. Page 62

63 Section C: Gift/Pledge Payment Processing Review Creating a Gift to Multiple Campaigns/Designations (AGAGIFT) (Continued) Procedure, continued 8 If CC (Credit Card) is the form of payment, enter the credit card information. 9 If payment is via CK (check) you may overtype the word check and enter the actual check number. 10 Enter a comment when appropriate (use for stocks for example, to record the number of shares). 11 Select the Match Form check box if the Matching Gift Form was received with the gift. Note: On AGACTRL there is a setting for Matching Gift Form. If you indicated that the form MUST be received, then the Match Form Received flag is critical to the matching gift process. If you indicated that the form is not needed, then this switch is informational. 12 Enter the Solicitation code if you want to track what prompted this gift. 13 The Gift Date field will default to today s date. If you want to change it, overtype it. 14 The appropriate FY (fiscal year) will default based on the date. 15 If this gift is In Memory, In Honor, and/or Anonymous, double-click on the Gift Class field and select the appropriate code(s). Note: More than one code can be associated with this gift. 16 If Anonymous is selected for a gift class, this indicates that this gift is anonymous. 17 Click the Save icon. Banner will assign a Gift Number to this gift. 18 Perform a Next Block function to access the Campaign/Designation block. 19 The Gift Amount and Pledge Number will default from above. The Gift Amount will be hi-lighted. Remove the Gift Amount and enter $ Double-click in the Camp field to view the list of Campaigns. Select a campaign from this list by double-clicking the Campaign. Page 63

64 Section C: Gift/Pledge Payment Processing Review Creating a Gift to Multiple Campaigns/Designations (AGAGIFT) (Continued) Procedure, continued 21 In the Designation field, click on the Search icon to view a list of Designations linked to the Campaign that was previously selected. Double-click on the desired Designation and the value will be returned to the Gift Form. 22 Navigate to the next line on the form and enter the amount to go to a new Campaign and Designation. Enter $ Click in the Pledge Number field and enter zero. When you click in the Campaign field, Pledge number will default to seven zeros. 24 Repeat steps 20 and 21 above. 25 Click the Save icon. Page 64

65 Section C: Gift/Pledge Payment Processing Review Creating a Pledge and Entering the First Payment on the Pledge (AGAGIFT) Purpose A pledge can be created at the same time you are entering the first payment on the pledge. This eliminates using two forms for the data entry. Pledge Installments may also be created at the time of entry. Procedure Follow these steps to complete the process. 1 Access the Gift Form (AGAGIFT). 2 Find the appropriate record by clicking the Search icon at the end of the ID field. Note: Individual or company must be a constituent (must have a donor category on APACONS) to be able to process a gift. 3 The word ASSIGN must be in the Gift field. 4 Perform a Next Block function. 5 Pledge numbers will be all zeros. Click in the Pledge Field. 6 Remove the zeros and replace with word ASSIGN. 7 Click in the Amount field. Enter the pledge amount. This is a required field. Page 65

66 Section C: Gift/Pledge Payment Processing Review Creating a Pledge and Entering the First Payment on the Pledge (AGAGIFT) (Continued) Procedure, continued 8 Click on the Gift Amount field. Enter the gift amount in the Gift Amount field. This is a required field. 9 Click in the Gift Type field. 10 Enter the Gift Type or select it from the LOV. This is a required field. 11 If CC (Credit Card) is the form of payment, enter the credit card information. 12 If payment is via CK (check) you may overtype the word check and enter the actual check number. 13 Enter a comment when appropriate (use for stocks for example, to record the number of shares). 14 Select the Match Form check box if the Matching Gift Form was received with the gift. Note: On AGACTRL there is a setting for Matching Gift Form. If you indicated that the form MUST be received, then the Match Form Received flag is critical to the matching gift process. If you indicated that the form is not needed, then this switch is informational. 15 Enter the Solicitation code if you want to track what prompted this gift. 16 The Gift Date field will default to today s date. If you want to change it, overtype it. 17 The appropriate FY (fiscal year) will default based on the date. 18 If this gift is In Memory, In Honor, and/or Anonymous, double-click on the Gift Class field and select the appropriate code(s). Note: More than one code can be associated with this gift. 19 Before saving the information, you need enter the pledge information. Select Duplicate Record from the Options drop down menu and the Additional Pledge Information window will appear. 20 Enter the Pledge Status in the Status field. Note: Double clicking on the field will take you to the Pledge Status validation form. Select a status equal to Active. Page 66

67 Section C: Gift/Pledge Payment Processing Review Creating a Pledge and Entering the First Payment on the Pledge (AGAGIFT) (Continued) Procedure, continued 21 Enter the Pledge Type in the Type field. 22 In the Pledge Class field, enter the pledge class, if applicable. More than one Pledge Class can be entered. 23 Enter the Date. By typing a t in the field the current date will default. 24 Enter a Comment, if applicable 25 Navigate to the Installment Information block, if you want to create Pledge Installments. 26 In the Reminder field, enter the Reminder code. 27 In the Duration field, enter the Duration code. 28 Enter the Frequency code, in the Frequency field. 29 Enter the First Billing Date in the First Date field. 30 Navigate to the Condition Information block, if this is a Conditional Pledge and enter the Pledge Category and Pledge Conditions. 31 If the pledge is not a Conditional Pledge, click the Close button and you will be returned to the Gift Form (AGAGIFT) 32 Click the Save icon. Banner will assign a Gift Number to this gift and A Pledge Number to the pledge. 33 Perform a Next Block function to access the Campaign/Designation block. 34 The Gift Amount and Pledge Number will default from above. 35 Double-click in the Camp field to view the list of Campaigns. Select a campaign from this list by double-clicking the Campaign. 36 In the Designation field, click on the Search icon to view a list of Designations linked to the Campaign that was previously selected. Double-click on the desired Designation and the value will be returned to the Gift Form. 37 Click the Save icon. Page 67

68 Section C: Gift/Pledge Payment Processing Review Creating a Payment for a Conditional Pledge (AGAPCON & AGAGIFT) Campaign/designation window Follow the steps to complete the procedure. 1 Access the Pledge Conditions Form (AGAPCON) the pledge. 2 Enter the Donor ID in the ID field. 3 Enter the Pledge Number in the Pledge field. 4 Perform a Next Block function. 5 Click in the Conditions Met radio button. 6 Enter the Date in Date the Condition was Met field. 7 Click the Save icon to commit the record. 8 Navigate to the Gift Form (AGAGIFT) and enter the Pledge Payment as normal. Page 68

69 Section C: Gift/Pledge Payment Processing Review Creating a Third Party Payment (AGATPAY) Purpose The Third Party Payment Form (AGATPAY) is used to enter a payment on a pledge for another record. Example: John Jones owns Jones Construction Company. He makes a $100,000 pledge to the institution. He plans on paying $40,000 from his personal account and having his company pay the remaining $60,000. He still wants the $60,000 to satisfy his pledge, but the tax credit to go to Jones Construction Company. He, also, wants to be credited for $100,000 in the institution s giving society. Procedure Follow these steps to complete the process. In this example the donor has already made a third party pledge. 1 Access the Third Party Payment Form (AGATPAY). 2 Find the appropriate record by clicking the Search icon at the end of the ID field. This would be the record of the constituent making the Third Party Payment. Note: Individual or company must be a constituent. 3 The word ASSIGN must be in the Gift field. The current date will default. Page 69

70 Section C: Gift/Pledge Payment Processing Review Creating a Third Party Payment (AGATPAY) (Continued) Procedure, continued 4 Perform a Next Block function. 5 In the Gift Vehicle field, enter the Gift Vehicle code. Double-click on the field and the ATVPGVE validation table will appear so you can make your selection. 6 The Third Party check box will be checked, the Gift Date will default. The Fiscal Year will be calculated based on the Gift Date. 7 Enter the gift amount in the Gift Amount field 8 In the Gift Type field, enter the Gift Type. This is a required field. 9 Overwrite the Gift Type description, if applicable. 10 In the Gift Class field, enter a Gift Class, if applicable. 11 In the Gift Comment field, enter a Gift Comment, if applicable. 12 Select the Match Form check box if the Matching Gift Form was received with the gift. 13 In the ID field, enter the ID of the record to receive Third Party Payment Credit for this donation. Find the appropriate record by using the search function. 14 In the Amount field, enter the Amount. This is the amount of credit this record is to receive. 15 In the Pledge field, double-click and a list of pledges for this record will appear. Select the pledge that you want to be credited. If it a Third Party Pledge, the Pledge Vehicle will default, as well as the Balance. Either Hard or Soft will be checked, depending on the original credit given on the pledge. 16 Click the Save icon. Banner will assign a Gift Number to this gift. 17 The Amount, Campaign, Designation, Pledge Amount Prior Balance will automatically fill in when you save the record. Page 70

71 Section C: Gift/Pledge Payment Processing Review Attaching Auxiliary Amounts (AGAPAUX) Purpose The form also allows you to relate IDs and gift/gift/pledge payments to amounts other than the gift/pledge payment amount. These amounts, known in Banner as auxiliary amounts, can be assigned a code and related to donor category codes and preferred class years. Procedure Follow these steps to complete the procedure. 1 Create a gift/pledge payment using the Gift/pledge payment Form (AGAGIFT). 2 Access the Gift Auxiliary Amount Form (AGAGAUX). 3 In the ID field, enter the ID of the constituent or organization who made the gift/pledge payment. If the ID is unknown, perform a Constituent / Organization Search. Note: When an ID is selected, the Primary Donor Category and Class year are displayed to the right of the ID s name. 4 In the Gift field, enter the Gift number. If the gift number is unknown, perform a Search. 5 Perform a Next Block function. Page 71

72 Section C: Gift/Pledge Payment Processing Review Attaching Auxiliary Amounts (AGAPAUX) (Continued) Procedure, continued 6 In the Auxiliary Code field, enter an appropriate code to define the reason for an auxiliary amount. Note: the full amount of the gift is displayed in the Amount field. 7 Tab to the Donor Category field and enter the donor code, if applicable. 8 Tab to Class Year field and enter a class year, if applicable. 9 Tab to the Actual Value field and change the face value related to the gift in the key block, if needed. 10 Tab to the Auxiliary Value field and enter the present value related to the gift in the key block. 11 Tab to the Date field and change the date if needed. 12 In the Benefit Code field, enter a Benefit Code, if applicable. 13 Enter a Description of the Benefit, if applicable. 14 The N/A radio button will be checked, the Issue Date will be the current date and Deduct for Taxes? will be checked. You can change any of these. When you click on Accept or Reject buttons the current date will default into Acc/Rej field. 15 Navigate to the Comment field and enter any appropriate comments concerning the auxiliary amount. 16 Select Save function to commit. The User and Activity fields will be updated. Page 72

73 Section C: Gift/Pledge Payment Processing Review Attaching Associated ID s (AGAGASC) Purpose Additional people or organizations can be associated with a gift/pledge payment using the Gift Associated ID Form (AGAGASC). This is the correct form to use to associate an ID without giving the ID any credit amount. Procedure Follow the steps to complete the procedure. 1 Create a gift/pledge payment using the Gift Form (AGAGIFT). 2 Access the Gift Associated Id Form (AGAGASC). 3 In the ID field, enter or retrieve the ID of the constituent or organization who made the gift/pledge payment. 4 In the Gift field, enter or retrieve the gift/pledge payment number that will be associated to another ID. 5 Perform a Next Block function. Page 73

74 Section C: Gift/Pledge Payment Processing Review Attaching Associated ID s (AGAGASC) (Continued) Procedure, continued 6 In the Type field, enter or retrieve the code that represents the type of association the with the gift/pledge payment. 7 Navigate to the ID field and enter or retrieve the ID of the constituent or organization associated with the gift/pledge payment 8 In the Addr field, select the address type of the ID. This is optional. Note: The address type can be used for letter generation purposes. 9 Tab to the Comment field and enter a comment, if applicable. 10 Navigate to the Assoc Date to enter the date in which the ID became associated with the gift/pledge payment. The associated date is not required and will default to the current date if a date is not entered. Note: To enter other associated IDs continue performing an Insert Record function and repeat the above mentioned processes. 11 Select the Save icon to commit. Page 74

75 Section C: Gift/Pledge Payment Processing Review Creating Memo Credit (AGAGMEM) Purpose You can assign memo (soft) credit to others in three ways: Automatically for all donors using the Institutional Split Rules Form (AGASPRL). Automatically for a particular donor using the ID Split Rules Form (AGAIDRL). Manually for a specific gift/pledge payment or gift. This exercise describes the manual method for a gift/pledge payment. The total amount of all memo credit for a gift/pledge payment can exceed the amount of the gift/pledge payment. However, no individual can receive memo credit in an amount greater than the gift/pledge payment. Memo credit should be used for donor recognition purposes only. Gift Society rules can be created using memo credit amounts. Be careful when creating reports, since memo credit can exceed the actual amount of gift/pledge payments received. Procedure Follow the steps to complete the procedure 1 Create a gift/pledge payment using the Gift Form (AGAGIFT). 2 Access the Gift/pledge payment Gift Memo ID Form (AGAGMEM) to assign memo (soft) credit from an existing gift/pledge payment to other IDs. Page 75

76 Section C: Gift/Pledge Payment Processing Review Creating Memo Credit (AGAGMEM) (Continued) Procedure, continued 3 In the ID field, enter the ID of the constituent or organization who made the gift/pledge payment. If the ID is unknown, perform a Constituent / Organization Search. 4 In the Gift/Pledge Payment field, enter the gift/pledge payment number. If the gift/pledge payment number is unknown, perform a Search. This information should already be displayed. 5 Perform a Next Block function. 6 In the ID field, enter or retrieve the ID of the constituent or organization who should receive memo credit for the listed gift/pledge payment. For this exercise, select any constituent ID. 7 In the Credit Amount field, enter the amount of memo credit the ID should receive. Note: Continue performing Insert Record functions to enter other IDs and hard credit amounts as needed. 8 Enter the full amount of the gift/pledge payment in the Pledged field. 9 Select the Insert Record to enter another ID to receive soft credit. 10 Select the Save icon to commit your work. Page 76

77 Section C: Gift/Pledge Payment Processing Review Creating Multiple Credit (AGAGIDS) Purpose You can assign multiple (hard) credit to others in three ways: Automatically for all donors using the Institutional Split Rules Form (AGASPRL). Automatically for a particular donor using the ID Split Rules Form (AGAIDRL). Manually for a specific gift/pledge payment or gift. This exercise describes the manual method for a gift/pledge payment. The total amount of all multiple credits for a gift/pledge payment must be the same as the gift/pledge payment. Therefore, any credit assigned to others is taken away from the original gift/pledge payment-maker. Since multiple credit amounts always equal actual gift/pledge payment amounts (although the amounts are distributed to more IDs), reports can reliably use multiple credit if desired. Typically multiple credits are used in processing gift/pledge payments from spouses where each spouse will share the credit for the gift/pledge payment. Page 77

78 Section C: Gift/Pledge Payment Processing Review Creating Multiple Credit (AGAGIDS) (Continued) Procedure Follow the steps to complete the procedures. 1 Create a gift/pledge payment using the Gift Form (AGAGIFT). 2 Access the Gift Multiple IDs Form (AGAGIDS). The Gift Multiple IDs Form is used to re-assign hard credit from the gift/pledge payment maker to other IDs. 3 In the ID field, enter the ID of the constituent or organization who made the original gift/pledge payment. 4 Perform a constituent/organization search by selecting the ID button. 5 Perform a gift/pledge payment number search by selecting the Search icon at the end of the Gift/Pledge Payment field if the gift/pledge payment number is not known. This information should already be displayed. 6 Perform a Next Block function. 7 In the ID field, enter or retrieve the ID of the constituent/organization who should receive multiple credits for the listed gift/pledge payment. Use any constituent ID for this exercise. Note: If an institutional or ID split credit rule exists, Banner will automatically apply the multiple and memo credit amount according to the rules specified in the Institutional Split Rules Form (AGASPRL) or the ID Split Rules Form (AGAIDRL). Page 78

79 Section C: Gift/Pledge Payment Processing Review Creating Multiple Credit (AGAGIDS) (Continued) Procedure, continued 8 In the Credit field, enter the amount of multiple credits the ID should receive. For this exercise, apply half of the amount of the gift/pledge payment. 9 You can continue performing Insert Record functions to enter other ids and hard credit amounts as needed. The total of all multiple credits (including the credit assigned to the original gift/pledge payment-maker) MUST be the same as the gift/pledge payment amount. All credit given to others is reduced from the original donor. 10 Click the Save icon. Page 79

80 Section C: Gift/Pledge Payment Processing Review Closing and Finalizing Cashiering Sessions (AGACREV) Purpose As you enter gift and or pledge payments, Banner automatically opens a cashiering session and keeps it open until you go to AGACREV and close it. After all transactions have been completed for that session, it must be coded as finalized. Only supervisors indicated on AGACTRL are allowed to finalize. Procedure Follow these steps to complete the process. 1 Access the Advancement Control Form (AGACTRL). 2 The form appears showing supervisor blocks. Enter the user names of anyone who should have the ability to finalize cashiering sessions under the Cashier Supervisor heading. Page 80

81 Section C: Gift/Pledge Payment Processing Review Closing and Finalizing Cashiering Sessions (AGACREV) (Continued) Procedure, continued 3 Access the Advancement Cashier Session Review Form (AGACREV). 4 Enter zero (0) in the Session Number field. Note: Each data entry person has his/her own open session. 5 Select Close Session from the Options menu or click the Inactive tab. Page 81

82 Section C: Gift/Pledge Payment Processing Review Closing and Finalizing Cashiering Sessions (AGACREV) (Continued) Procedure, continued 6 Closing the session means that no more gifts will be added to that session. 7 Banner automatically assigns a session number when you close it. 8 Make adjustments as needed either before closing the session or once it is closed. You determine how frequently you close (at noon, at the end of the day, every two days, etc.) Note: Finalizing it means that the transactions are ready to be forwarded to Finance. 9 Amount listed in Session Total field should be entered in the Drawer Total field to reconcile the session. 10 From the Options menu, select Finalize Session to finalize the session. 11 When you close or finalize, remember to click the Save icon. Page 82

83 Section C: Gift/Pledge Payment Processing Review Closing and Finalizing Cashiering Sessions (AGACREV) (Continued) Procedure, continued 12 To view information such as how many gifts were made with checks, with credit cards, etc., select the Session Summary tab or choose Session Summary from the Options menu. 13 To view details on the gifts in the cashiering session, select the Gift Detail tab or choose Gift Details from Options menu. Page 83

84 Section C: Gift/Pledge Payment Processing Review Closing and Finalizing Cashiering Sessions (AGACREV) (Continued) Procedure, continued 14 To view adjustments that are contained in the cashiering session, select the Gift Adjustments tab or choose Gift Adjustments from the Options menu. Page 84

85 Section C: Gift/Pledge Payment Processing Review Advancement Feed to Finance (ADPFEED) Purpose The last step is to prepare the file to send the gift and pledge payment transactions to Finance. Remember that each designation contains the appropriate FOAPAL codes and the RUCL (rule class) is identified when you selected the method of payment (CK, CC etc.) on AGAGIFT. Everything Finance needs is contained in the file that will be sent to GURFEED and picked up by Finance when they run FURFEED. Procedure Follow these steps to complete the transaction. 1 Access the Advancement to Finance Feed Process (ADPFEED) via the Process Submission Controls Form (GJAPCTL). Note: When a process name is entered in the Direct Access field, the Process Submission Control Form (GJAPCTL) is displayed, with the process loaded in the Key Block. 2 Perform a Next Block function to access the Printer field. Page 85

86 Section C: Gift/Pledge Payment Processing Review Advancement Feed to Finance (ADPFEED) (Continued) Procedure, continued 3 In the Printer field, indicate the printer out of which the ADPFEED process report will be printed. Enter DATABASE in the Printer field to show the output on the screen. If a hard copy report is desired, select the appropriate printer. 4 Perform a Next Block function to navigate to the Parameter/Values block. 5 Indicate that time period for the Period Start (parameter 01) and Period End Date (parameter 02). Once a gift or pledge payment has been fed to Finance, it will not be selected again by this process, regardless of the date entered. 6 In the Report/Update option parameter (03), either place an R or a U in the Value field to indicate if you wish to print a report or update the Banner system and print a report. 7 In the Feed Date parameter (04), enter the date in which the gifts are being fed (the current date defaults). This date will become the posting date for the finance transaction. The current date is the default. 8 In the Sort Option parameter (05), indicate how the gifts or pledge payments to be fed should be sorted on the output report; by Gift Number (G), by Name (N), or by User (U). 9 In the User(s) parameter (06), indicate the user ID of the user(s) posting gifts to be fed. Leaving the field blank will feed all. 10 The Summary/Detail parameter (07) determines if Finance will receive summary information, or a record for every transaction. 11 After all the appropriate values for the given parameters have been entered, navigate to the Submission block, and select the Submit indicator. 12 Click the Save icon. All gifts and pledge payments that are in a closed, finalized cashiering session will be fed to finance. 13 After a report or process is run, Banner will generate a Log and List File, which will appear in the gray box at the bottom of the Process Submission Control Form. Note: If the output is to be printed, then it will print from whatever printer was indicated in the Printer field. If the output was printed to DATABASE, then navigate to the Saved Output Review Form (GJIREVO) to review the output. This form can be accessed by selecting Review Output from the Options menu. Select the appropriate File Name of the report or process. Select the List File that matches the number displayed in the previous form from the File Name values. Page 86

87 Section C: Gift/Pledge Payment Processing Review Advancement Feed to Finance (ADPFEED) (Continued) Wrap up Based on your policies and procedures, provide the checks, etc., to the Finance area for deposit. You may also want to run AGPCASH, the cashiering report, from Job Submission. Do the acknowledgement process and send gift receipts. Page 87

88 Section C: Gift/Pledge Payment Processing Review Exercises Note: The AGACTRL form needs to be set up and the split rules for the institution must be established on AGASPRL. Scenario 1 Creating a Campaign and Designation for processing Gifts Exercise For the gift exercises, we need to create a campaign and several designations. Use the <Your Last Name> Campaign and create a designation for: <Your Last Name> Scholarship. Form Access the Main Advancement Menu Select Campaign Menu Select Campaign Header Form (AFACAMP) AFACAMP Enter the campaign code, description, campaign type and from/to dates. Review your work and SAVE the data. Using Direct Access, navigate to the Designation form (ADADESG) ADADESG Enter the designation code, description, designation type and VSE code. NEXT BLOCK to enter the FOAPAL or General Ledger codes that will be used by Finance so that the money can be distributed to the appropriate budget(s). Review your work and SAVE the data. Using Direct Access, navigate to the Campaign Designations form (AFADESG). AFADESG Enter or select the designation that you just created. Review your work and SAVE the data. Using Direct Access, navigate to ADADESG and repeat the process to add three more designations then link these with the Campaign on AFADESG. Page 88

89 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 2 Entering a Gift Exercise In the mail today, you receive a check for $1,000 from a donor, and you need to post this amount to his record. Even though he also has an outstanding pledge, we will process this amount as a one-time gift since he did not indicate that it was a pledge payment. Also note that his address has changed and needs to be updated on APAIDEN. Note: Use any Constituent record on Banner for this exercise. Form Access the Main Advancement Menu Select Gift Menu Select Gift Data Entry Menu Select the Gift Form (AGAGIFT) AGAGIFT Enter the ID of one of the constituents on Banner. Conduct a name search if necessary. Make sure the GIFT field contains the word ASSIGN so that the system will assign a number to the gift when we save our work. NEXT BLOCK to the Gift/Pledge Payment Header Block. Enter the amount of $1,000. Enter the check number in the comment field. Note that the PLEDGE block is all zeroes and GIFT AMOUNT will default in from previous block. In the GIFT TYPE block, enter the appropriate code to indicate a check. Review your work and SAVE the data. NEXT BLOCK to the Campaign/Designations Window and indicate that the gift was made to the Campaign/Designation created in the previous scenario. Click on the ADDRESS window to go to APAIDEN and update the address. Review your work and SAVE the data. Page 89

90 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 3 Entering a Gift Made to More Than One Campaign and/or Designation Exercise Another donor has sent in a check for $2,000 that she wants split among two designations. Note: Use any Constituent record on Banner for this exercise and use the Excel campaign and its designations. Forms Access the Main Advancement Menu Select Gift Menu Select Gift Data Entry Menu Select the Gift Form (AGAGIFT) AGAGIFT Enter the ID of the donor. Conduct a search if needed. Enter a gift amount of $2,000. Make sure the GIFT field contains the word ASSIGN so that the system will assign a number to the gift when we save our work. Review your work, entering gift type, comments, dates or any other necessary data. SAVE the data Access the Campaign/Designations Window. In the Campaign field, enter the scholarship campaign. In the designation field, enter the scholarship designation. In the amount field, indicate that the amount is $500. The remaining $1500 will be applied to the annual fund campaign. Enter or select an annual fund campaign. In the campaign amount field, enter $500 applied to designation 2. Enter or select the annual fund campaign again. (Hint: Use the INSERT function for the 3 rd campaign/designation). Enter $1000 applied to designation 3. Note that the total value of the split designation amounts must equal the Gift amount. Review your work and make any corrections, as needed then Review your work and SAVE the data. Page 90

91 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 4 Entering a Pledge Payment Exercise Another donor has sent in a check for $50,000 as a pledge payment. Enter the pledge payment and make a copy of the check to impress your friends. Note: Use any Constituent record on Banner for this exercise. Remember you must enter a pledge first. Form AGAPLDG Create a pledge for the $50,000 Access the Main Advancement Menu Select Gift Menu Select Gift Data Entry Menu Select the Gift Form (AGAGIFT) AGAGIFT Enter the ID of the donor. Conduct a search if needed. Make sure the GIFT field contains the word ASSIGN so that the system will generate a number for the gift when we save our work. Enter the amount of $50,000 for the pledge payment. Note that the Pledge indicator box is checked. Click on this box to view all the pledges that exist for this donor. NEXT BLOCK to the Gift/Pledge Payment Header block. Note that the pledge number, campaign and designation defaults. If the correct pledge number does not appear, click the pledge button and choose the $50,000 pledge. Enter the amount of the payment. Click on GIFT TYPE and select the appropriate code for check. Review the work you have done and make any corrections necessary. Review your work and SAVE the data. NEXT BLOCK to the Campaign/Designations Window. Make any adjustments to the campaign or designations if needed. Review your work and SAVE the data. Using Direct Access, go to AGCPLDG or AGAPPAY to view the results of your work. Page 91

92 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 5 Entering Pledge Payments Using Default Settings Exercise You have a number of pledge payments to be processed that arrived in the mail yesterday. Since all of these payments are in the form of checks and going to the same scholarship fund, <Your Last Name> Scholarship Fund, you decide that it would be quicker and easier to create default settings to process these payments. Form Access the Main Advancement Menu Select Gift Menu Select Gift Data Entry Menu AGAPDEF Select the Pledge/Gift Default Form (AGAPDEF) Enter the appropriate default values, including campaign and designation. Make certain that the Gift/Pay/Pledge indicator is set to Payment from the drop down menu box. Enter yesterday s date in Pledge/Gift date field since the pledge payments were received yesterday. Note each user must set up his/her own default values. (Leave the solicitor/org and contact information blank for this exercise.) NEXT BLOCK to the GIFT DEFAULT DATA block and select CK from TYPE field. Review your work and SAVE the data. Using Direct Access go to the Gift form (AGAGIFT) AGAGIFT Enter the ID of the donor. Conduct a search if needed. Make sure the GIFT field contains the word ASSIGN so that the system will generate a number for the gift when we save our work. Leave the amount field blank. Note that the Pledge indicator box is checked Page 92

93 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 5 continued Form NEXT BLOCK to the Gift/Pledge Payment Header block. Pledge number, campaign and designation default from the most recent active pledge. The total amount of the pledge is displayed in the AMT field. In the GIFT AMT field put in the amount that will pay off this pledge. Review your work and SAVE the data. Rollback and find the record of the next pledge payment and repeat process until all pledge payments have been completed. Using Direct Access, go to AGCPLDG to view the results of your work. Page 93

94 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 6 Creating a Conditional Pledge Payment Exercise The Vice President of your institution has just brought you a conditional pledge payment from a donor wants to donate money to the Alumni House Campaign and Chair designation. The donor is willing to pledge $50,000, but only if the institution can raise another $50,000. The conditional pledge now needs to be paid. Create a conditional pledge if none exists. Form Access the Main Advancement Menu Select Gift Menu Select Gift Data Entry Menu Select the Gift Form (AGAGIFT) AGAGIFT Enter the ID of the donor who made the conditional pledge. Conduct a name search if necessary. Make sure the GIFT field contains the word ASSIGN so that the system will assign a number to the gift when we save our work. Note that the Pledge Indicator box is checked. Click on the button to view the list of pledges. Select the conditional pledge and return to AGAGIFT. If the DEF (default) field contains a Y, click on the button and go to AGAPDEF and delete the information SAVE and return to AGAGIFT. NEXT BLOCK to the Gift/Pledge Payment Header. Note that the pledge information defaults. Enter the amount in GIFT AMT to pay off this pledge. Review your work and SAVE the data. Using Direct Access go to AGAPCON to mark the conditional pledge now as CONDITION MET. Using Direct Access go to AGIPCON to view the condition information associated with this pledge. Page 94

95 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 7 Dividing Credit for a gift among multiple constituents and associating a constituent with a gift. Exercise A gift of art (gift in kind), with an appraised value of $6,000, has been received by your office. The donor requests that credit for the gift be split with his wife. You would like to associate the appraiser of the artwork with this gift. Note: Use any Constituent record on Banner for this exercise. Form Access the Main Advancement Menu Select Gift Menu Select Gift Data Entry Menu Select the Gift Form (AGAGIFT) AGAGIFT Enter the ID of the donor. Conduct a name search if necessary. If the spouse is not listed, create a record on APAIDEN and cross-reference the spouse on APACONS. Make sure the GIFT field contains the word ASSIGN so that the system will assign a number to the gift when we save our work. Enter the amount of $6,000. NEXT BLOCK to the Gift/Pledge Payment Header. Enter the amount and enter the appropriate code to indicate that the GIFT TYPE is Gift in Kind. Review your work and Review your work and SAVE the data. NEXT BLOCK to the Campaign and Designation block and enter the appropriate code and amount. AGAGIDS Using Direct Access go to AGAGIDS, the Gift Multiple ID form. NEXT BLOCK to the Gift Multiple ID block and enter Mona Lisa s ID. Enter or find the appropriate gift number and enter an amount of $3,000 (if split rules are 50/50). Page 95

96 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 7 Form AGAGASC AGCGIFT/APACOMB Review your work and SAVE the data. Using Direct Access, go to AGAGASC, the Gift Associated ID form. With the donor s ID number in the key block, enter the number of the gift or search for the appropriate gift. In the TYPE field, enter the appropriate code to indicate ART APPRAISER. Enter the ID number of the appraiser in the ID field or do a name search if necessary. Review your work and SAVE the data Using Direct Access go to AGCGIFT and APACOMB to view the results. Note that the gift has been split between the husband and wife s record based upon the split rules that have been set up. Page 96

97 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 8 Associating auxiliary information with a gift Exercise A solicitation mailing asking for donations to build a new wing on the performing arts center went out a month ago. To promote the Banner Performing Arts Center, donors of $2,000 or more get two tickets to a concert and the tickets are valued at $120. A donor and her husband have responded to the mailing and have sent in a check for $3,000. Enter the gift, give multiple credits to the spouse, and then enter the value of the tickets for receipting and tax statement purposes. Note: Use any Constituent record on Banner for this exercise, making sure they have a spouse record. Form Access the Main Advancement Menu Select Gift Menu Select Gift Data Entry Menu Select the Gift Form (AGAGIFT) AGAGIFT Enter the ID of the donor. Conduct a name search if necessary. If the spouse is not listed, create a record on APAIDEN, add a donor category of FRND and cross-reference the spouse on APACONS. Make sure the GIFT field contains the word ASSIGN so that the system will assign a number to the gift when we save our work. Enter the amount of $3,000. NEXT BLOCK to the Gift/Pledge Payment Header. Enter the amount and enter the appropriate code to indicate that the GIFT TYPE is check. NEXT BLOCK to the SOLICITATION field and enter the appropriate code for Mail. Review your work and SAVE the data. NEXT BLOCK to the Campaign and Designation block and enter the appropriate code and amount. Page 97

98 Section C: Gift/Pledge Payment Processing Review Exercises (Continued) Scenario 8 continued Form AGAGIDS ATVDCPR AGAGAUX Using Direct Access go to AGAGIDS, the Gift Multiple ID form. NEXT BLOCK to the Gift Multiple ID block and enter the spouse s ID. Enter or find the appropriate gift number and enter an amount of $1,500 (if split rules are 50/50). Note that this may be done automatically by Banner if split rules are in place. Review your work and SAVE the data. Using Direct Access go to ATVDCPR, the Benefits/Premiums Validation Form and verify that a code exists for concert tickets and that the value is ; add the code if it does not exist. Using Direct Access go to ATVAUXL, the Auxiliary Code Validation Form and verify that a code exists with a description of Benefits. Add the code if it does not exist. Using Direct Access go to AGAGAUX, the Gift Auxiliary Amount Form. With the donor s ID number in the key block, enter the number of the gift or search for the appropriate gift. Enter the appropriate codes that were on the validation tables. Enter the gift amount in the Actual Amount field and the cost of the tickets in the Auxiliary Amount field. Indicate that the donor has accepted the tickets by clicking the appropriate button. Review your work and SAVE the data. Note that the Donor Category, Class Year, Benefit Code and Market Value fields contain the default values entered previously on the validation forms and that the DEDUCT FOR TAXES? Field is checked. Page 98

99 Section D: Advancement Matching Gift Processing Introduction Overview Organizations often match gifts given to an institution by their employees. They can make very specific stipulations as to which gifts they will match, when they do so, and at what percentage they will match. All of these stipulations can be entered into Banner Advancement, which processes the gifts to determine which are eligible to receive matching payments, and then calculates all matching gift amounts that your institution can expect to receive. This class will cover adding basic matching gift rules, additional organization rules, linking a donor with their MG employer, Anticipated vs. Expected matches, automatically creating an anticipated match, manually creating an anticipated match, adjusting an anticipated match, running the allocation process, processing the actual match gift from the organization. Section contents Introduction...99 Creating a Matching Gift Organization with Basic MG Rules (AOAORGN) Adding Additional MG Rules to an Organization (AOAMTCH) Creating a Company Where Another Organization is Responsible for the Match Gift Program (AOAORGN) Creating an Employment History for a Donor Working for a MG Organization (APAEHIS)106 Creating Anticipated or Expected Matching Gifts using the Expected Matching Allocations Report (AXPMATG) Automatically Creating an Anticipated Matching Gift (AGAGIFT) Creating an Anticipated Matching Gift Manually (AGAMGAJ) Entering the Match from the Matching Gift Organization (AGAMATG) Page 99

100 Section D: Advancement Matching Gift Processing Creating a Matching Gift Organization with Basic MG Rules (AOAORGN) Purpose The Organization Header Form (AOAORGN) is used to make a company a constituent record and to indicate that a company matches gifts. Constituent category is required; the company may have more than one. Procedure Follow these steps to complete the process. 1 Access the Organization Header Form (AOAORGN). 2 Enter the Organization s ID or select it from the list. 3 Perform a Next Block function and the category information will default in if it has been completed already. If not, enter the appropriate category code. 4 Click the Save icon. 5 Perform a Next Block function to access the Business Information Block. Note: This information will have defaulted in if it has been previously entered. If not, enter a free text description of the company in the Business field. The other information is optional. 6 Click the Save icon. Page 100

101 Section D: Advancement Matching Gift Processing Creating a Matching Gift Organization with Basic MG Rules (AOAORGN) (Continued) Procedure, continued 7 Select Matching Gift Information from the Options menu or select the Matching Gift tab. 8 Enter the Matching Gift Percentage (one-to-one is 100%, etc.). 9 Perform a Next Block function. Result: The Org ID will default the name and ID from the Key block. 10 Enter any additional information if desired, but these are not required fields. 11 Click the Save icon. Page 101

102 Section D: Advancement Matching Gift Processing Adding Additional MG Rules to an Organization (AOAMTCH) Purpose If you wish to maintain optional information about rules that the company has for matching gifts, enter these rules on the Matching Gift Information Form (AOAMTCH). There are several windows that you can enter information. Generally, this comes from the CASE Matching Gift Details book or from HEP in a data load format. Note: This is optional Procedure The restrictions that you enter here impact the Waiting Matching Gift Form. If the individual s gift is outside of the company s rules that you have listed here, then the match will not be created. Running AXPMATG will trigger a REASON on AXAMGRN. 1 Access the Matching Gift Information Form (AOAMTCH) and enter the individual rules as needed, based on the CASE Matching Gift Details book or information from the company. 2 Perform Next Block function to navigate through all of the sub windows. Notes: Any information entered should be saved before proceeding to the next block. If the matching gift load is used, the rules will be applied through the load process. 3 Click the Save icon. Page 102

103 Section D: Advancement Matching Gift Processing Creating a Company Where Another Organization is Responsible for the Match Gift Program (AOAORGN) Purpose Organizations often have other organizations manage their matching gift programs. In most instances, it is the company s foundation which manages their program. However, some companies are outsourcing their program to completely different organizations which specialize in managing matching gift programs. In either case, both organizations should be created on Banner using the Organization Header Form (AOAORGN). Note: The company that is not responsible for the match program does not need any basic matching gift rules. Procedure Follow these steps to complete the process. 1 Access the Organization Header Form (AOAORGN). 2 In the ID field, enter the Organization s ID or select it from the LOV. 3 Perform a Next Block function and the category information will default in if it has been completed already. If not, enter the appropriate category code in the Category field. 4 Click the Save icon. Page 103

104 Section D: Advancement Matching Gift Processing Creating a Company Where Another Organization is Responsible for the Match Gift Program (AOAORGN) (Continued) Procedure, continued 5 Perform a Next Block function to access the Business Information block. This information will have defaulted in if it has been previously entered. If not, enter a free text description of the company in the Business field. All other information is optional. 6 Click the Save icon. 7 Select Matching Gift Information from the Options menu or select the Matching Gift tab. 8 This screen will appear. 9 Tab to Org ID field and enter the organization id that is responsible for this company s matching gift program. Page 104

105 Section D: Advancement Matching Gift Processing Creating a Company Where Another Organization is Responsible for the Match Gift Program (AOAORGN) (Continued) Procedure, continued 10 Perform a Next Block function. Result: The Org ID will default the name and ID from the Key block, but if another organization actually makes the matches for the company in the key block, then click the Search icon to search for the matching gift organization. An example would be where the matching gift comes from the Foundation rather than from the employer or where a company has outsourced it s matching gift program to be managed by a donor advised entity such as Fidelity Investments. The matching gift organization must also be flagged as a matching gift company on AOAORGN with a matching gift ratio. 11 Enter any additional information if desired, but these are not required fields. 12 Click the Save icon. Page 105

106 Section D: Advancement Matching Gift Processing Creating an Employment History for a Donor Working for a MG Organization (APAEHIS) Purpose The Employment History Form (APAEHIS) is used to link the employee with his/her company. The matching gift information will default in from the organization s record. There are three tabs on this form: Employment contains basic employment information, including address information for the employer in a display-only box Comments maintains free-form comments about the advancement individual s employment Address contains address and telephone information records, which can be scrolled through. Banner form Page 106

107 Section D: Advancement Matching Gift Processing Creating an Employment History for a Donor Working for a MG Organization (APAEHIS) (Continued) Procedure Follow these steps to complete the process. 1 Access the Employment History Form (APAEHIS). 2 Enter an ID number in the ID field. 3 Perform a Next Block function. 4 Information in the Employment tab will pre-fill. Note: If the person works for a company that uses another organization to manage their matching gift program, the matching gift company/foundation will appear in the MG area of this form. 5 Click the Primary checkbox if the employer listed is the person s primary employer. 6 Select the employment status from the drop-down list in the Status field. Note: If you don t know the employee status, select F for Full Time. 7 (Optional) Enter the person s position in the Position field. 8 (Optional) Select the job category from the drop-down list in the Job Category field. Note: There are four Job Category fields. One or all four may be entered. 9 Select the cross-reference code from the drop-down list in the Create Cross Reference field. Note: This should be EMR. This value is from the ATVXREF table that can be accessed by double-clicking on the cross reference field. Only values flagged as Matching Gift on ATVXREF will be displayed here. 10 Review the address information in the display-only box. To make changes, click the Update button in the box. Note: Doing so will navigate you to the Address tab. Page 107

108 Section D: Advancement Matching Gift Processing Creating an Employment History for a Donor Working for a MG Organization (APAEHIS) (Continued) Procedure, continued 11 After address changes are made, you will receive a pop-up message. IF you want to update the existing employer record with the new address type and sequence number you do not want to update the existing employer record with the new address type and sequence number THEN select Yes. select No. Note: If the cursor was resting on an existing employer record when you navigated to the Address tab and entered a new address, you will receive a pop-up message asking you to update the existing employer record. If you select No, the employer record will not be updated, but the address changes will be saved (on SPRADDR). 10 Click the Save icon. 11 Click the Exit icon. Page 108

109 Section D: Advancement Matching Gift Processing Creating Anticipated or Expected Matching Gifts using the Expected Matching Allocations Report (AXPMATG) Purpose Expected matching gifts are on pledges, not gifts. They are an allocation based on a donor s promise to the institution. Companies do not honor expected matches. Anticipated Matching gift are allocations based on dollars received from the donor. The Expected Matching Gift Allocations Report (AXPMATG) creates the expected matching gift records that are displayed on the Expected Matching Gift Adjustment Form (AXAMGAJ) and/or anticipated matching gift records displayed on the Waiting Matching gift Form (AGAMGAJ). The report lists, by organization, the constituent s gift/pledge and the anticipated/ expected matching gift amounts. Matching gift organization data includes name, ID, matching gift organization ID and name. Constituent data includes name, ID, gift/pledge date, gift/pledge number, portion of the gift/pledge qualifying for a match, and the expected match amount. If the ID whose gift was matched is the spouse of an eligible employee, that will appear after the ID. Totals are given for each person within an organization whose gifts/pledges are being matched as well as grand totals for each organization. Only gifts/pledges that are in a finalized cashiering session and that have not already been processed by this report are selected. Automatically updates the reasons why a pledge/gift is not eligible to be matched on the Matching Gift Reason Table Form (AXAMGRN). Page 109

110 Section D: Advancement Matching Gift Processing Creating Anticipated or Expected Matching Gifts using the Expected Matching Allocations Report (AXPMATG) (Continued) Procedure Follow these steps to complete the process. 1 Access the Expected Matching Gift Allocations Report (AXPMATG) via the Process Submission Controls Form (GJAPCTL). 2 Perform a Next Block function to access the Printer field. 3 Enter DATABASE in the Printer field. 4 Perform a Next Block function to access the Parameters Block. Page 110

111 Section D: Advancement Matching Gift Processing Creating Anticipated or Expected Matching Gifts using the Expected Matching Allocations Report (AXPMATG) (Continued) Procedure, continued 5 Enter the values as needed for your specific report. The values are as follows: Parameter/ Description Required Values 01-Run for Pledges only (P), gifts only (G), or for pledges and gifts (B) Yes P-Pledges only G-Gifts only B-Both pledges and gifts 02-Beginning Date to process Yes Format DD-MON-YYYY matching gifts 03-Ending Date to process matching gifts Yes Format DD-MON-YYYY 6 Once values are entered, perform a Next Block function. 7 Click on the Submit radio button. 8 Click the Save icon to run the report. 9 Click the Exit icon. Page 111

112 Section D: Advancement Matching Gift Processing Automatically Creating an Anticipated Matching Gift (AGAGIFT) Introduction The Banner Advancement system will automatically create an Anticipated Match at the time of gift/pledge payment entry, if your institution so desires. Procedure Follow these steps to complete the process. 1 Access the Advancement Control Form (AGACTRL) 2 Navigate to the Matching Gift Processing Rules tab. 3 Decide whether you want to Process Expected Matching Gifts on Pledges by clicking the Yes or No radio buttons. 4 Process Anticipated Matching Gifts Online should be marked, but if it isn t, click the radio button next to it. 5 Decide whether your institution wants these Anticipated Matching Gifts to be dependant on receiving the MG form from the donor, select Yes or No. 6 Tab to Default MG Vehicle, select code for Third Party Matching Gift. 7 Click the Save icon. Exit the AGACTRL form. Page 112

113 Section D: Advancement Matching Gift Processing Automatically Creating an Anticipated Matching Gift (AGAGIFT) (Continued) Procedure, continued 8 Navigate to Organization Header Form (AOAORGN). 9 The Matching Gift Organization must have a MG Percentage and minimum amount entered on the Organization Header Form in the Matching gift Information block. For this exercise, check the organization that you will be using. Enter the MG% and Minimum Amount if necessary and Save your changes. Exit the AOAORGN form. Page 113

114 Section D: Advancement Matching Gift Processing Automatically Creating an Anticipated Matching Gift (AGAGIFT) (Continued) Procedure, continued 10 Navigate to the Employment History Form (APAEHIS) for the donor. 11 The Employer must have a Banner Organization record. If the Employment record does not exist, enter the Employer ID, mark it as Primary, Address code, Status (F, if not known), From date and any other information about the employment. Note: The Employer and Employee do not have to be cross referenced. However, it is best business practices to do so. 12 Click the Save icon. Exit the APAEHIS form. Page 114

115 Section D: Advancement Matching Gift Processing Automatically Creating an Anticipated Matching Gift (AGAGIFT) (Continued) Procedure, continued 13 Navigate to the Gift Entry Form (AGAGIFT) for the donor. 14 Enter the gift, indicating the MG Form was received. 15 Click the Save icon. 16 Perform a Rollback to access the top of the form. 17 Click on the Search icon next to Gift. Note: This will take you to the Gift List Form (AGCGIFT). 18 Locate the gift that you just entered and place your cursor on it. Scroll over to the MG column and you should see a W for Waiting. If you do, the Anticipated Waiting Matching Gift has bee automatically created. Page 115

116 Section D: Advancement Matching Gift Processing Creating an Anticipated Matching Gift Manually (AGAMGAJ) Purpose The Waiting Matching Gift Adjustments Form (AGAMGAJ) lets you Adjust information on waiting matching gifts appearing on the employer Matching Gift Payment Form (AGAMATG), that is, those entered in the system that have been processed by the Matching Gift Allocations Process (AGPMATG) but have not yet been fully matched. Manually add waiting matching gifts. Waiting matching gifts that are added manually circumvent any matching gift rules regarding campaign/designation combinations that have been established on the Matching Gift Information Form (AOAMTCH), the Organization Header Form (AOAORGN), or the Employer Matching Gift Payment Form (AGAMATG). To access AGAMGAJ from AGAMATG, select it from the Options menu once on the Employee Unmatched Gifts information block of AGAMATG. Make a waiting matching gift inactive without requiring you to post a matching gift payment first via the Employer Matching Gift Payment Form (AGAMATG). Note: When adjustments are made to a donor s gift on ADAADJS and a waiting matching gift is involved, a message box will appear directing the user to either run AXPMATG or to go to the Waiting Matching Gift Adjustment Form to modify the matching gift as needed. For example, if the donor s gift amount is changed or if the campaign and/or designation are changed this will trigger the matching gift message. Inactive Indicator If the box is checked, the waiting matching gift is made inactive. Payments cannot be applied towards the gift and the matching gift amount is not included in giving history totals. Policy will determine if matching gifts need to be inactivated or removed if the company no longer matches. Status Payment status of the waiting matching gift is display only. I indicates that the waiting gift is partially paid. Blank indicates the waiting matching gift has not been paid at all. Page 116

117 Section D: Advancement Matching Gift Processing Creating an Anticipated Matching Gift Manually (AGAMGAJ) Procedure Follow these steps to complete the process. 1 Access the Waiting Matching Gift Adjustment Form (AGAMGAJ). 2 Select an ID from the drop-down menu in ID field. 3 Select a gift number from the drop-down menu in the Gift field. Note: If you leave the Gift field blank, all the waiting matching gift records will be retrieved. You can scroll through them to find the one you want. 4 Perform a Next Block function. Result: The Waiting Matching Gift block will pre-fill with data, as appropriate. 5 Click the Inactive checkbox to make the waiting matching gift record inactive. Note: To change an inactive waiting matching gift record to be active, complete the steps listed above. Click the Inactive checkbox (which should already have a checkbox) to make the checkbox empty. Save changes. Page 117

118 Section D: Advancement Matching Gift Processing Creating an Anticipated Matching Gift Manually (AGAMGAJ) (Continued) Procedure, continued 6 Perform a Next Block function. 7 Select the campaign for the gift using the drop-down menu in the Campaign field. 8 Enter the amount of the match. 9 Click the Save icon 10 Perform a Next Block function. 11 Complete the information including campaign, designation and amount. 12 Click the Save icon. 13 (Optional) Select Solicitation from the Options menu. 14 Complete the information including campaign, solicitation information, and amount. 15 Click the Save icon. Page 118

119 Section D: Advancement Matching Gift Processing Entering the Match from the Matching Gift Organization (AGAMATG) Purpose The Employer Matching Gift Payment Form is used to enter matching gift payments and query anticipated matching gifts. You can allocate a matching gift towards an outstanding pledge. If the control form AGACTRL has been set to automatically create waiting matching gifts, then this form will display any waiting matching gifts not yet matched that have NOT broken any of the rules. If the control form has not been set to automatically create waiting matching gifts, then you need to run the Expected Matching Gift Allocations Report (AXPMATG). You can manually enter anticipated matching gifts on the Waiting Matching Gift Form (AGAMGAJ). In this case, you should also make sure the company is set up as a matching gift company and linked to the constituent for future matching gift opportunities. Once entered on AGAMGAJ, then it will be listed on AGAMATG. Procedure When the matching gift check is received, post the check from the company on AGAMATG. 1 Access the Employment Matching Gift Payment Form (AGAMATG) 2 Find the appropriate company record by clicking the Search icon at then end of the ID field. Page 119

120 Section D: Advancement Matching Gift Processing Entering the Match from the Matching Gift Organization (AGAMATG) (Continued) Procedure, continued 3 The gift type should be MG. This will default in if only one value on ATVGIFT with a Y in the Match column. Note: This value comes from ATVGIFT and must have a rule class code associated with it so that the feed to finance contains the proper information. If more than one value is on ATVGIFT is indicated as a Match gift type, double-click and select the appropriate value from the table. 4 In the Amount field, enter the total amount of the check from the company. Note: This amount may match one or more donors. 5 Perform a Next Block function. 6 A list of employees who have waiting matching gifts will be displayed (This may be one, or several. A scroll bar will indicate if it is more than three.) 7 Based on the information provided with the check, match up the employees with the amount. 8 Indicate if the amount is paid in full or partial. 9 Repeat until the total amount of check has been matched against employees. 10 Once the match has been paid (by checking Pay in Full) and saving, the totals at the bottom of the form show that there is no unpaid balance if all waiting matches were satisfied. 11 All Matching Gift transactions are part of the cashiering session. Close and finalize the session and feed to Finance. Matching gifts transactions can be mixed with other transactions and do not require a separate cashiering session. Page 120

121 Section E: Advancement Adjustments and Voids Introduction Overview On the Pledge/Gift Adjustment Form (AGAADJS), adjustments are made on the left side of the corresponding adjustment window and appear on the right side when the form is saved. Adjustment should be made to pledges and gifts where any information has been entered incorrectly. Two errors that cannot be adjusted are the ID who made the pledge or gift and the amount of the matching gift payment. A gift with one of these errors must be voided and reentered. Section Contents Introduction Basic Adjustment (AGAADJS) Adjusting a Simple Pledge (AGAADJS) Adjusting a Simple Gift (AGAADJS) Adjusting a Pledge Payment (AGAADJS) Voiding a Pledge, Gift, or Pledge Payment (AGAADJS) Page 121

122 Section E: Advancement Adjustments and Voids Basic Adjustment (AGAADJS) Description There is a basic adjustment process that remains the same, no matter what kind of adjustment you are making. However, most adjustments require variations on the basic process. To exit the form without processing the adjustments, select Rollback from the Pledge Adjustment Detail window before saving. Procedure Follow these steps to complete the basic adjustment process. 1 Access the Pledge/Gift Adjustment Form (AGAADJS). 2 Enter the ID in the ID field. 3 Select the Adjust radio button. 4 Enter the pledge or gift number to be adjusted (you can only enter one, not both) in the Pledge or Gift field. Page 122

123 Section E: Advancement Adjustments and Voids Basic Adjustment (AGAADJS) (Continued) Procedure, continued 5 Click on the Gift Adjustment tab. 6 Enter the new information in the appropriate field on the left side of the form. Note: Only the fields being adjusted need to be entered; all other fields may be left blank 7 Click on the Gift Adjustment Detail tab. 8 Make the appropriate adjustments. 9 Click the Save icon. 10 Once the adjustments are saved, they will appear on the right side of the form. Page 123

124 Section E: Advancement Adjustments and Voids Basic Adjustment (AGAADJS) (Continued) Pledge /Gifts voids Pledges and/or gifts that should be voided (instead of adjusted) are those that have been entered under the wrong ID, that were made by check or credit card that was returned for non-sufficient funds or declined, any pledge that you do not wish reflected in the totals. Organization matching gift payments with an incorrect amount must first be voided than reentered if you have exited the entry form Void process Voids follow the same basic adjustment process with the exception of entering new information. Instead, you perform the Remove Record function and Save your work. Any associated records to a pledge or gift must be adjusted first before the pledge or gift. This includes pledge or gift memo credits or multiple credits. Pledge installments will be deleted if a pledge is voided. However if you adjust a pledge amount you must also adjust any installments for the pledge. Pledge payments must be adjusted to a one-time gift before they can be adjusted. Page 124

125 Section E: Advancement Adjustments and Voids Adjusting a Simple Pledge (AGAADJS) Purpose Occasionally, due to an error in the entry process, or a change in the donor s intent, an adjustment must be made on a pledge. Unlike other Banner records, once a pledge has been saved and the form closed, changes cannot be made to the record directly. To adjust or void a pledge, the Pledge/Gift Adjustment Form (AGAADJS) must be used. This process tracks all adjustments and voids made. Procedure Follow the steps to complete the procedure. 1 Access the Pledge/Gift Adjustment Form (AGAADJS). 2 In the ID field, enter the ID of the constituent/organization whose pledge needs to be voided. 3 Select the Adjust indicator. 4 Click the Pledge field s Search icon. Page 125

126 Section E: Advancement Adjustments and Voids Adjusting a Simple Pledge (AGAADJS) (Continued) Procedure, continued 5 Select the Pledge List (AGCPLDG) option. 6 Select the pledge that must be adjusted. 7 Click on the Pledge Adjustment Detail tab and determine if any multiple or memo credit exists for this pledge. Note: If multiple or memo credit exists, there will be a check in the indicator boxes at the bottom of the window. 8 If credit exists, select the associated search icon to access the form containing credit information. Remove the record or zero out the credit amount. 9 Be sure to remove all records as needed. 10 Click the Save icon. 11 Click on the Pledge Adjustment tab. 12 Enter any information that needs to be changed on the left side of the form. 13 Click on the Pledge Adjustment Detail tab and enter any information that needs to be changed. 14 Click the Save icon. 15 Click the Exit icon to exit the form, or select Rollback to continue adjusting other pledges. 16 If you removed any memo or multiple credits, navigate to the appropriate form and reinstate the credit. 17 Access the form AGCPADJ to review the adjustment. 18 If there are errors, return to the adjustment form and correct. Page 126

127 Section E: Advancement Adjustments and Voids Adjusting a Simple Gift (AGAADJS) Purpose The Pledge/Gift Adjustment Form (AGAADJS) permits you to adjust or void pledges and gifts. Although the form is the same for both the Pledge processing and Gift and Pledge Payment Processing, form navigation is determined by entry of a pledge or gift number in the respective field. Adjustments are made on the left side of the corresponding adjustment window and appear on the right after the form is saved. Procedure Follow these steps to complete the process. 1 Access the Pledge/Gift Adjustment Form (AGAADJS). 2 Click on the Search icon for the Gift field to locate the Gift record. 3 Once you have located the record, highlight and double-click to bring that gift back to AGAADJS. Page 127

128 Section E: Advancement Adjustments and Voids Adjusting a Simple Gift (AGAADJS) (Continued) Procedure, continued 4 Select the Adjust radio button. 5 Perform a Next Block function. Note: The items listed on this form under Prior Years Adjustment Rules indicate what items may be corrected if the adjustment crosses fiscal years. 6 Click on the Gift Detail tab and determine if any multiple or memo credit exists for this pledge. Note: If multiple or memo credit exists, there will be a check in the indicator boxes at the bottom of the window. 7 If credit exists, select the associated search icon to access the form containing credit information. Remove the record or zero out the credit amount. 8 Be sure to remove all records as needed. 9 Click the Save icon. 10 Click on the Gift Adjustment tab. 11 Enter only the items that need to be adjusted (for example, amount (AMT), Date or Type). 12 Use the Comment field to enter the reason for this adjustment, for future reference. 13 Click on the Gift Adjustment Detail tab to make the appropriate changes to Campaign and Designation. Note: You must click on Gift Adjustment Detail to complete the adjustment process. Make adjustments here if needed, especially if the amount is being changed. Page 128

129 Section E: Advancement Adjustments and Voids Adjusting a Simple Gift (AGAADJS) (Continued) Procedure, continued 14 Gift Adjustment Detail shows campaign and designation. 15 Enter the appropriate information to be changed. 16 Click the Save icon. Note: Watch for messages in the Auto Help Line. 17 Any field with a Y must be reviewed and possibly adjusted depending on the changes made to the gift. 18 If you removed any memo or multiple credits, navigate to the appropriate form and reinstate the credit. 19 Click the Exit icon. 20 Access the form AGCGADJ to review the adjustment. 21 If there are errors, return to the adjustment form and correct. Page 129

130 Section E: Advancement Adjustments and Voids Adjusting a Pledge Payment (AGAADJS) Purpose Occasionally, due to an error in the entry process, or a change in the donor s intent, an adjustment must be made on a pledge. Unlike other Banner records, once a pledge has been saved and the form closed, changes cannot be made to the record directly. To adjust or void a pledge, the Pledge/Gift Adjustment Form (AGAADJS) must be used. This process tracks all adjustments and voids made. The Prior Years Adjustment Rules Form (AGAADJR) is used to select the fields that may be adjusted for the pledge and/or gift. You can turn on the flags you see selected below in the Prior Year Adjustment Rules block of AGAADJS. Procedure Follow these steps to complete the process. 1 Access the Pledge/Gift Adjustment Form (AGAADJS). Page 130

131 Section E: Advancement Adjustments and Voids Adjusting a Pledge Payment (AGAADJS) (Continued) Procedure, continued 2 In the ID field, enter the ID of the constituent/organization whose pledge payment needs to be adjusted. 3 Click the Adjust radio button. 4 Select the Gift field s search button. Select the Gift List (AGCGIFT) option. Select the pledge payment that must be adjusted. 5 Click on the Gift Adjustment tab. Note: When in the Gift Adjustment tab, the information on the right of the screen represents the values that currently exist for the pledge. The fields on the left will represent the adjusted data. 6 Select the Gift Adjustment Detail tab, and determine if any multiple or memo credit exists for this pledge payment. Note: If multiple or memo credit exists, there will be a check in the indicator boxes at the bottom of the window. 7 If credit exists, select the associated search button to access the form containing credit information. 8 Remove the credit. 9 Click the Save icon 10 Click the Exit icon. Note: Be sure to change all credit records as needed. 11 Click the Save icon. 12 Click the Exit icon to return to the Pledge/ Gift Adjustment Form. 13 You will be returned to the Gift Detail window. 14 To make this pledge payment a one-time gift, enter a zero (0) in the Pledge field. 15 Click the Save icon. 16 Make adjustments as needed on either the Gift Adjustment tab or the Gift Adjustment Detail tab. 17 Click the Save icon. Page 131

132 Section E: Advancement Adjustments and Voids Adjusting a Pledge Payment (AGAADJS) (Continued) Procedure, continued 18 Once your adjustments have been saved, re enter the pledge number in the Pledge field of the Gift Adjustment Detail tab. 19 Click the Save icon. 20 Re-access any multiple or memo credit forms to re-assign credit, if necessary. You can access these forms by clicking on the search icon at the bottom of the adjustment detail window. 21 Select the Exit icon. Page 132

133 Section E: Advancement Adjustments and Voids Voiding a Pledge, Gift, or Pledge Payment (AGAADJS) Purpose Occasionally, due to an error in the entry process, or a change in the donor s intent, an adjustment must be made on a pledge. Unlike other Banner records, once a pledge has been saved and the form closed, changes cannot be made to the record directly. To adjust or void a pledge, the Pledge/Gift Adjustment Form (AGAADJS) must be used. This process tracks all adjustments and voids made. Procedure Follow the steps to complete the procedure. 1 Access the Pledge/Gift Adjustment Form (AGAADJS). 2 In the ID field, enter the ID of the constituent/organization whose pledge needs to be voided. 3 Click the Void radio button. 4 Click the Pledge or Gift field s search icon. Page 133

134 Section E: Advancement Adjustments and Voids Voiding a Pledge, Gift, or Pledge Payment (AGAADJS) (Continued) Procedure, continued 5 Select the Pledge List (AGCPLDG) or Gift List (AGCGIFT) option. 6 Select the pledge, gift or pledge payment that must be voided. Note: A pledge cannot have any payments against it. If it does, they must be made onetime gifts before you can Void the pledge. Also any credit associated with a pledge, gift, or pledge payment to be voided must be removed. 7 Select the Adjust/Void option to access the Adjustment window. 8 Select the Void button. 9 The message will re-appear, this time instructing you to select the Void button in the Adjustment Detail window. 10 Acknowledge the message, and select the Void button in the Detail window. 11 A dialog box will indicate that you must now save your changes. Acknowledge this box. 12 Click the Save icon. 13 A final box will indicate that two records were saved. 14 Click the Exit icon to exit the form, or select Rollback. Page 134

135 Section F: Acknowledgement Processing Introduction Overview The acknowledgement process uses Banner s Letter Generation to produce the receipt for the donation made by the donor. Section Contents Introduction Defining Letters (GTVLETR) Creating Acknowledgement Rules (AGAACKR) Enter Gifts and Pledges to be Acknowledged (AGAPLDG & AGAGIFT) Close and Finalize Cashiering Sessions (AGACREV) Run the Acknowledgement Process (AGPACKN) Review the Pledge/Gift Acknowledgement Form (AGAACKN) Review the Advancement Mail Form (AUAMAIL) Page 135

136 Section F: Acknowledgement Processing Defining Letters (GTVLETR) Introduction A code needs to be established on GTVLETR to represent the correspondence you are sending. The Letter Generation process updates the correspondence log for each recipient by inserting this code on AUAMAIL. The first step is to create the text of the letter in the software (Microsoft Word or WordPerfect) that you will be using for the mail merge. Next, access GTVLETR in Banner and create a letter code. Note: Letter Generation is used by all Banner systems. Use a naming convention (such as ADV, for example) to easily identify letters tied to the Advancement Office. Procedure Follow these steps to complete the form. 1 Access the Letter Code Validation Form (GTVLETR). 2 In the Letter Code field, double-click to view a list of values to ensure that the letter code you intend to create does not already exist. 3 Perform an Insert Record function. Page 136

137 Section F: Acknowledgement Processing Defining Letters (GTVLETR) (Continued) Procedure, continued 4 In the Letter Code field, enter a code for your letter. Note: There must be an underscore between the parts if the code is more than one word. 5 In the Description field, enter a description for your letter. 6 If you want this letter to be assigned again to the same donor within the fiscal year, check the Dupl(icate) check box. Otherwise, leave the Dupl(icate) check box empty and insert a code for an alternate letter to be assigned. 7 Click the Save icon. 8 Click the Exit icon. Page 137

138 Section F: Acknowledgement Processing Creating Acknowledgement Rules (AGAACKR) Purpose The Pledge/Gift Acknowledgement Form (AGAACKR) lists the rules for each acknowledgement letter that a person or organization receives for gifts and/or pledges payments. Rules must be established for each acknowledgement/receipt that will be processed. Some letters only need to be done once or twice a year (payroll deduction thank you, for example), but the rule must be in place. Each rule has its own set of requirements, generally differentiated by the highest and lowest amounts and the other rules. Examples of letters are: Pledge thank you (only acknowledging that the person has pledged an amount) Annual fund Major gifts (those over a certain dollar value determined by the institution) Matching Gifts Payroll Deductions In Memory In Honor Within this form, you will set up the rules for each of the acknowledgements. For example, one letter would be used for gifts from $1.00 to $ and a separate one for major gifts over $10,000. Page 138

139 Section F: Acknowledgement Processing Creating Acknowledgement Rules (AGAACKR) (Continued) Procedure Follow these steps to complete the process. 1 Access the Pledge/Gift Acknowledgement Rules Form (AGAACKR). 2 To enter the Acknowledgment Letter in the Acknowledgement field to be given rules, double-click and select the appropriate name of the letter from GTVLETR. 3 In the Minimum field, enter the minimum amount. Note: The letter must have a minimum amount and it must have a maximum amount if there will be more than one type of acknowledgement for various levels of giving. 4 Indicate if the letter is to be system generated or if it is a manual letter. Note: For manual letters, you just need the name of the letter on GTVLETR so that they can be manually entered on AUAMAIL and AGAACKN. 5 No letter can be used for gifts less than a certain amount that you do not wish to acknowledge. 6 If a receipt is to be generated in addition to the Acknowledgement letter select the Receipt indicator and enter the name of the Receipt Letter in the field provided. Note: If a receipt letter is indicated, when the Acknowledgement Process (AGPACKN) is run, gifts or pledge payments identified to receive the Acknowledgement Letter will also be identified for the Receipt Letter. 7 Check the Pledges check box if the letter acknowledges pledges. Note: This would require a separate letter. Page 139

140 Section F: Acknowledgement Processing Creating Acknowledgement Rules (AGAACKR) (Continued) Procedure, continued 8 Check the radio button for Both if Pledge Payments and Gifts pertain to this acknowledgement. 9 If separate acknowledgements for gifts and pledge payments, select the appropriate buttons for each. This would require separate letters. 10 Select the Matching Gift box to acknowledge a matching gift payment. 11 If the matching gift box is selected, a letter code can be entered in Employee Letter. This will trigger two letters: one for the company and one for IDs whose gifts have received matching gift payments. 12 Rule Number will be system generated. 13 Click the Save icon. 14 Perform a Next Block function to add inclusions or exclusions. Donor category /preferred class rules window Follow the steps to complete the form 1 Once you perform a Next Block function from the previous set of steps, the following window appears: Note: The include/exclude option refers to all the items listed on each window and cannot be a mixture of include and exclude. Page 140

141 Section F: Acknowledgement Processing Creating Acknowledgement Rules (AGAACKR) (Continued) Procedure, continued 2 Determine what donor category or categories might need to be excluded or included and click the appropriate radio button. For example, if the acknowledgement is only for person records, then all donor categories for non-persons need to be excluded. Examples would be CORP, FDN, and FFDN. 3 Click on Include or Exclude 4 Double-click in Donor field to view a list of choices. Double-click to select a value back to this window. 5 If acknowledgement goes to all constituents, both person and non-person, click None. 6 Navigate to the Preferred Class Rules Block. 7 If there are any class years (1972, 1989 etc.) that should be included or excluded for this acknowledgement, click the appropriate radio button. 8 Click on Include or Exclude and then enter the class years. 9 Click None if no years are to be specifically included or excluded. 10 Click the Save icon to save any changes made to this block. 11 Perform a Next Block function. Campaign rules /campaign type rules window Follow these steps to complete the form. 1 Once you perform a Next Block function from the previous set of steps, the following window appears: Page 141

142 Section F: Acknowledgement Processing Creating Acknowledgement Rules (AGAACKR) (Continued) Procedure, continued 2 If there are any campaigns that should be included or excluded from this acknowledgement, select the appropriate radio button. 3 Double-click in the Campaign field to view the list of choices. 4 An example of exclusion would be historic campaigns that have been closed. An example of inclusion would be only those campaigns for the Capital Campaign. Click on Include or Exclude. Click None if no campaigns should be included or excluded. 5 If you selected Include or Exclude, double-click in the Campaign field to view a list of choices. Double-click to select a value back to this window. 6 If there are any campaign types to be included or excluded from this acknowledgement, select the appropriate radio button. Double-click on Campaign Type to view the list of choices. 7 An example of inclusion or exclusion would be all those related to annual fund (for example, AF). 8 Click on Include or Exclude and then double-click in CAMPAIGN TYPE field to view a list of choices. Double-click to select a value back to this window. 9 Click None if no types should be included or excluded. 10 Click the Save icon to save any changes made to this block. 11 Perform a Next Block function. Page 142

143 Section F: Acknowledgement Processing Creating Acknowledgement Rules (AGAACKR) (Continued) Designation rules/gift type rules window Follow these steps to complete the form. 1 Once you perform a Next Block function from the previous set of steps, the following window appears: 2 If there are any designations to be included or excluded from this acknowledgement, select the appropriate radio button. 3 Double-click on Designation to view the list of choices. 4 An example of inclusion or exclusion would be any designation that is closed or any designation that is for Non-Deductible dollars. Click on Include or Exclude and then double-click in the Designation field to view a list of choices. Double-click to select a value back to this window. 5 Click None if no designations should be included or excluded. 6 If there are any gift types to be included or excluded from this acknowledgement, select the appropriate radio button. Click on Include or Exclude and then double-click in the Type field to view a list of choices. Double-click to select a value back to this window 7 An example of inclusion or exclusion would be PD for payroll deductions since those should not be acknowledged each time the payroll process is run. They generally are acknowledged once or twice a year. Another group that might be excluded is BQ (bequests) as a special acknowledgement may need to be done for these. Matching Gifts should also be excluded here if they will have a separate acknowledgement. For that acknowledgement, MG would be the ONLY gift type that would be included. 8 Click None if no types should be included or excluded. 9 Click the Save icon to save any changes to this block. Page 143

144 Section F: Acknowledgement Processing Creating Acknowledgement Rules (AGAACKR) (Continued) Procedure, continued 10 Perform a Next Block function. Gift class rules/ gift society rules window Follow these steps to complete the form. 1 Once you perform a Next Block function from the previous set of steps, the following window appears: 2 If there are any Gift Class codes to be included or excluded from this acknowledgement, select the appropriate radio button. 3 Click on Include or Exclude and then double-click in the Gift Class field to view a list of choices. 4 Double-click to select a value back to this window. Note: Gift Class is part of the information coded on AGAGIFT. 5 Click None if no types should be included or excluded. 6 Navigate to the Gift Society Rules block. 7 If there are any Gift Societies to be included or excluded from this acknowledgement, select the appropriate radio button. 8 Click on Include or Exclude and then double-click in the Gift Society field to view a list of choices. Page 144

145 Section F: Acknowledgement Processing Creating Acknowledgement Rules (AGAACKR) (Continued) Procedure, continued 9 Double-click to select a value back to this window. An example of inclusion or exclusion would be a gift society that is manually determined by Advancement. 10 Click None if no types should be included or excluded. 11 Click the Save icon to save any changes to this block. 12 Perform a Next Block function. Exclusion code rules window Include or exclude exclusion codes, especially those coded with all mail contact and nor acknowledgement request. 1 Once you perform a Next Block function from the previous set of steps, the following window appears: 2 If there are exclusions to be included or excluded from this acknowledgement, select the appropriate radio button. 3 Click on Include or Exclude and then double-click in the Exclusion field to view a list of choices. Page 145

146 Section F: Acknowledgement Processing Creating Acknowledgement Rules (AGAACKR) (Continued) Procedure, continued 4 Double-click to select a value back to this window. An example of inclusion or exclusion would be records that have indicated that they do not want an acknowledgement or only want the acknowledgement once a year. 5 Click None if no types should be included or excluded. 6 Click the Save icon to save any changes to this block. 7 You may now Exit the Acknowledgement Rules form or Rollback to beging entering rules for another letter code. Page 146

147 Section F: Acknowledgement Processing Enter Gifts and Pledges to be Acknowledged (AGAPLDG & AGAGIFT) Purpose The Gift Form can be used to enter one-time gifts, pledge payments, and new pledges with their initial pledge payments. Procedure Follow the steps to complete the process. Description 1 Once a pledge has been created on AGAPLDG, pledge payments are done on AGAGIFT. Access the Gift Form (AGAGIFT). 2 Find the appropriate donor s record. 3 Gift field will say field say ASSIGN. 4 Perform a Next Block function to access the Pledge field 5 In the Pledge field, double-click the Search icon to view a list of pledges on the donor s record. 6 Select the appropriate pledge. 7 Double-click to bring it back to AGAGIFT. 8 Fill in the appropriate amount that the donor is paying in the Gift Amount field. Note: The Pledge Amount field will display the total amount of the pledge. Page 147

148 Section F: Acknowledgement Processing Enter Gifts and Pledges to be Acknowledged (AGAPLDG & AGAGIFT) (Continued) Procedure, continued 9 Double-click to see a list of choices. 10 Double-click to select the correct Gift Type. 11 Complete any additional fields such as comments and solicitation. 12 Click the Save icon Note: that the campaign and designation (or multiple campaigns and designations) will display automatically from the original pledge. 13 Click the Exit icon. Note: Before leaving this form, you can make any changes needed. Once you exit the form, corrections must be done on the adjustment form ADAADJS. Page 148

149 Section F: Acknowledgement Processing Enter Gifts and Pledges to be Acknowledged (AGAPLDG & AGAGIFT) (Continued) Procedure for posting gifts Gifts are also posted on AGAGIFT. Follow the same process as above, except do not link the dollar amount to an existing pledge (do not search for a pledge). Instead, leave the Pledge field as all zeroes. 1 Access the Gift Form (AGAGIFT). 2 Find the appropriate donor s record 3 Make sure the Gift field says ASSIGN. 4 Perform a Next Block function. The Pledge field should be all zeroes. 5 Enter the amount in Gift Amount field. 6 Select the gift type menu arrow to see a list of gift type choices. Double-click to select the appropriate Gift Type. 7 Enter a comment if appropriate. 8 Click on Matching Gift Form if appropriate. 9 Enter Gift Class and Solicitation Type if appropriate. 10 Click the Save icon. A message box pops up indicating transaction complete. The cursor will automatically move to the Campaign and Designation block. 11 Click on the Campaign field to view a list of campaigns and select the appropriate code. Page 149

150 Section F: Acknowledgement Processing Enter Gifts and Pledges to be Acknowledged (AGAPLDG & AGAGIFT) (Continued) Procedure, continued 12 Click on the Search icon to view a list of designations from the Designations by Campaign option. Double-click and select the appropriate code. IF the gift is split between multiple campaigns and designations the gift is split between more then two campaigns an designations THEN split the amount and then select each of the campaigns and designations. perform an Insert Record function to get blank space to work. The amounts must balance with the Amount field in the top part of the form. 13 Click the Save icon. 14 Click the Exit icon. Note: Before leaving this form, you can make any changes needed. Once you exit the form, corrections must be done on the adjustment form ADAADJS. Page 150

151 Section F: Acknowledgement Processing Close and Finalize Cashiering Sessions (AGACREV) Purpose The Advancement Cashier Session Review Form (AGACREV) lets you review transactions associated with a session and close it so that no more transactions can be added. Cashiering supervisors must finalize all sessions that will be fed to Finance. AGPACKN only reviews finalized cashiering sessions. Procedure Follow these steps to complete the process. 1 Complete all dues, pledge payments and gifts that should go in this cashiering session. Note: Dues may be processed in a separate cashiering session if policy requires. 2 Access the Advancement Cashier Session Review Form (AGACREV). 3 Session User information will default in. Note: Each data processing user has a separate cashiering session that reflects his/her transactions. 4 Enter 0 in the Session Number field. 5 Perform a Next Block function to see the totals. Page 151

152 Section F: Acknowledgement Processing Close and Finalize Cashiering Sessions (AGACREV) (Continued) Procedure, continued 6 To view transactions in this session, select Session Summary from the Options menu or click the Cashier Session Summary tab. 7 Review the amounts against the checks/cash/credit cards etc. for the transactions completed. Note: From the Options menu, you can view transaction details. 8 If amount of session and completed transactions do not agree, research why. Make any adjustments needed by exiting the cashiering form and accessing ADAADJS. 9 Once adjustments are done, return to Cashiering Session and select Inactive sessions from the Options menu or click the Inactive Sessions tab. 10 If no adjustments are needed, follow the instructions in the message line and select Next Record or Close Session from the Options menu. Note: Banner assigns a session number to each closed session. A new session is automatically opened for new transactions. Data entry staff can continue to enter new transactions in the new/open session. Page 152

153 Section F: Acknowledgement Processing Close and Finalize Cashiering Sessions (AGACREV) (Continued) Procedure, continued 11 A Supervisor (based on settings on AGACTRL) needs to go to AGACREV and to the inactive sessions and set the Status field to Finalized to complete each session/sessions that needs to be fed to Finance. 12 The feed should be done once a day, and includes all sessions that have been flagged as finalized that have not yet been fed. 13 Click the Save icon. 14 Click the Exit icon. Page 153

154 Section F: Acknowledgement Processing Run the Acknowledgement Process (AGPACKN) Purpose This report identifies the pledge payments and gifts to be acknowledged and matches them to the acknowledgement rules entered on the Pledge/Gift Acknowledgement Rules Form (AGAACKR). Gifts and pledge payments that are being acknowledged must be in a finalized cashiering session on the Cashier Session Review Form (AGACREV). Information that is printed includes the person or organization name, ID, transaction date, transaction number, amount, the acknowledgement rule and priority under which the pledge or gift qualified, and the letter and/or receipt to be printed. The report must be run in update mode so that the system can set flags. Procedure Follow the steps to complete the procedure. 1 Access the Pledge/Gift Acknowledgement Process (AGPACKN) via the Process Submission Controls Form (GJAPCTL). 2 Perform a Next Block function to access the Printer field. 3 Enter DATABASE, or select the name of the desired printer by double-clicking and viewing the list of choices. 4 If DATABASE is chosen, the results will be viewable on GJIREVO. Page 154

155 Section F: Acknowledgement Processing Run the Acknowledgement Process (AGPACKN) (Continued) Procedure, continued 5 Perform a Next Block function. 6 Complete the parameters, including the letter code for the acknowledgement. Doubleclick on the Search icon for the Values column to see the table. Each acknowledgement letter/receipt can be run separately by identifying the letter in parameter 04 or all at once if parameter 04 is left blank. 7 Click the Submit radio button. 8 Click the Save icon (you may also use Save Parameters if desired). 9 A.LOG and.lis file will be noted in the message line. IF database was chosen the job has finished running THEN Select Review Output from the Options menu the cursor will be blinking in the File block 10 Double-click and select.log to make sure that the process completed successfully. 11 Click the Rollback icon. Page 155

156 Section F: Acknowledgement Processing Run the Acknowledgement Process (AGPACKN) (Continued) Procedure, continued 12 Double-click in File block and select the.lis file to view the report results. The report will list the names of the donors who are to be acknowledged, their gift information, and the letter(s) they are eligible to receive. 13 From the Options menu, select where you want the output to be saved if Printer was not chosen earlier. 14 If R for report had been selected, exit the Review Output form and return to the Job Submission Controls form (GJAPCTL). Change the parameter to U and rerun the process. 15 Review the output. Repeat for each acknowledgement/receipt letter. Page 156

157 Section F: Acknowledgement Processing Review the Pledge/Gift Acknowledgement Form (AGAACKN) Purpose AGPACKN automatically updates the pledge/gift acknowledgement correspondence log and on the Advancement/General Mail Form (AUAMAIL). Results for the donor can be viewed on the Pledge/Gift Acknowledgement Form (AGAACKN). Page 157

158 Section F: Acknowledgement Processing Review the Advancement Mail Form (AUAMAIL) Purpose The Advancement/General Mail Form (AUAMAIL) tracks all correspondence generated by Letter Generation. Since other systems can also use Letter Generation, SYSTEM of A indicates Advancement items. Banner form Page 158

159 Section G: Reports Introduction Overview There are many reports delivered with the Banner Advancement system that could be of use to your institution. However, not all institutions have the same reporting needs, so you find that these delivered reports may not completely fill your institutions needs. Section Contents Introduction Pledge Associated Reports Gift Associated Reports Adjustment and Acknowledgement Associated Reports Matching Gift Associated Reports Page 159

160 Section G: Reports Pledge Associated Reports Pledge Activity Report (AGPPACT) Lists all pledges along with payments that have been applied to the pledge balance for individuals and organizations. Does not include multiple ID s. Pledge Outstanding Report (AGPPOUT) Lists the number of outstanding pledges and expected amounts by fiscal year that fall within the Pledge Type and chosen Data Selection parameters. Pledge Reminders Report (AGPPREM1) Generated based on the reminder code established for the pledge; contains up-to-date information on the status of the pledge which is designed to print on pre-printed forms. Includes full pledge amounts, regardless of multiple ID s. Expired Pledge Installments (AGPPREM2) Generated based on the reminder code established for the pledge. Used for reminding donors who have pledges with installments where the date for the last reminder has passed and a balance due still remains. Page 160

161 Section G: Reports Gift Associated Reports Cashiering Report (AGPCASH) Gift cashiering report subtotaled by payments and one-time gifts within designation. Gift Size Analysis Report (AGPGANL) Categorizes and compares gifts based on gift size for three time periods. Includes full gift amounts, regardless of multiple ID s. Fiscal Year Giving Comparison Report (AGPGCOM) Enables you to compare the giving of three constituency groups between two fiscal years across ten user defined giving ranges. There is also an option to include memo (matching gift and other memo credit) in the totals. Lybunt/Sybunt (AGPLYSY) Lists Last Year but Not This (LYBUNT) and Some Year But not This (SYBUNT) donors for a specific fiscal year for all giving, or for a specific campaign or designation. School Contributions Analysis Report (AGPSCTA) Lists the number of alumni donors and the amount given by within each class within college (if applicable). VSE Report (ADPVSER) Contains information used to meet CAE s VSE reporting requirements for a specific time period. Displays all income categorized by source and purposes. It includes corporate contributions and non-cash gifts of property for no-corporate sources, the number of alumni donor and giving for current operations by size, and giving for governing board members. Page 161

162 Section G: Reports Adjustment and Acknowledgement Associated Reports Pledge/Gift Adjustment Report (AGPADJS) Provides and Audit Trail of adjusted and voided pledge, gifts, and pledge payments. Pledge/Gift Acknowledgement Report (AGPACKN) Identifies the pledge and gifts to be acknowledged and matches them to the pledge/gift acknowledgement rules that have been created. Acknowledgement Rules Report (AGPACKR) Lists the rules for gift and pledge acknowledgement that have been established on the Gift Acknowledgement Rule Form (AGAACKR). Page 162

163 Section G: Reports Matching Gift Associated Reports Matching Gift Paid Report (AGPMATA) Lists gifts which have been matched by an organization. Matching Gift Outstanding Report (AGPMATF) Lists gifts which have matching gift claims set up which have not been matched by an organization. Matching Gift Allocations Report (AGPMATG) Creates the waiting matching gift payment records that are displayed on the Employer Matching Gift Payment form. Matching Gift Load Report (AGPMATC) Loads matching gift information from the parent company file into Banner matching gift information tables. Expected MG Allocations Report (AXPMATG) Creates expected and anticipated matching gift records. Matching Gift Subsidiary Data Load Report (AGPMATS) Reads subsidiary organization file and provides the ability to make a link between the parent organization and the subsidiary organization. Page 163

164 Section H: Reference Lesson Forms Job Aid Purpose Use this table as a guide to the forms used in this workbook. The Owner column may be used as a way to designate the individual(s) responsible for maintaining a form. Pledge Processing Form Name Form Description Owner AGACTRL Advancement Control Form AGAPLDG Pledge Form AGAPCON Pledge Conditions Form AGAPINS Pledge Installment Form AGAPMAS Pledge Mass Entry Form AGAPDEF Pledge/Gift Default Form AGAPAUX Pledge Auxiliary Form AGAPASC Pledge Associated ID Form AGAPMEM Pledge Memo ID Form AGAPIDS Pledge Multiple ID Form AGASPRL Institution Split Rules Form AGAIDRL ID Split Rules Form ADPPFED Pledge Feed To Finance Report Gift Pledge/ Payment Processing AGAGIFT Gift Form AGAPCON Pledge Conditions Form AGATPAY Third Party Payment Form AGAGAUX Pledge Auxiliary Amount Form AGAGASC Gift Associated ID Form AGAGMEM Gift Memo ID Form AGAGIDS Gift Multiple ID Form AGACREV Advancement Cashier Session Review Form ADPFEED Advancement Gift Feed to Finance Report Page 164

165 Section H: Reference Lesson Forms Job Aid (Continued) Matching Gift Processing Form Name Form Description Owner AOAORGN Organization Header Form AOAMTCH Matching Gift Information Form APAEHIS Employment History Form AXPMATG Expected Matching Gift Allocations Report AGAMGAJ Waiting Matching Gift Adjustment Form AGAMATG Employment Matching Gift Payment Form Adjustment and Voids AGAGDJS Pledge/Gift Adjustment Form Acknowledgement Processing GTVLETR Letter Code Validation Form AGAACKR Pledge/Gift Acknowledgement Rules Form AGPACKN Pledge/Gift Acknowledgement Process AGAACKN Pledge/Gift Acknowledgement Form AUAMAIL Advancement Mail Form Page 165

166 Section H: Reference Lesson Forms Job Aid (Continued) Reports Form Name Form Description Owner AGPPACT Pledge Activity Report AGPPOUT Pledge Outstanding Report AGPPREM1 Pledge Reminders Report AGPPREM2 Expired Pledge Installments AGPCASH Cashiering Report AGPGANL Gift Size Analysis Report AGPGCOM Fiscal Year Giving Comparison Report AGPLYSY Lybunt/Sybunt AGPSCTA School Contributions Analysis Report ADPVSER VSE Report AGPADJS Pledge/Gift Adjustments Report AGPACKN Pledge/Gift Acknowledgement Report AGPACKR Acknowledgement Rules Report AGPMATA Matching Gift Paid Report AGPMATF Matching Gift Outstanding Report AGPMATG Matching Gift Allocations Report AGPMATC Matching Gift Load Report AXPMATG Expected MG Allocations Report AGPMATS Matching Gift Subsidiary Data Load Report Page 166

167 Release Date This workbook was last updated on 5/30/2006.