DIY Corrections

You can correct many errors when using @EASE, but first, we will look at what you want to avoid.

What you Cannot Change

The two Errors we see most often are the following:

1.   Campaigns are not properly named.  We have recommended naming conventions for how a donor gives. This value is the Campaign Code. There is no need to use creative names for this field.

2.   Campaigns are not properly defined. The Donation Type is critical to how donations are accumulated to a donor’s record when Update to Master is run. This affects how issues like Donor Recognition.


The Campaign Listing report found under Campaign Reports needs to be run to ensure the campaign is set up to the benefit of the Charity and its development staff.

Receipt Fixes

Please note: Changes to receipts cannot be made through the Receipt View found in a Donor’s Profile.

Yearly Donations

1.    If you forget to identify donations as Yearly receipted for a campaign you can update the Yearly value and all non-receipted donations entered will be automatically updated.

2.    An individual has requested Yearly Donations. This is sometimes convenient for seniors who have given to different campaigns over the years. Checking off Yearly in the Private Master record will update all existing receipts which not been printed as well as update all new donations entered from them.


Yearly Donations and Yearly Receipts

1.   here is a check place under File\System Maintenance\Other Utilities that lets the system run through all Yearly campaigns to ensure all donation receipts are properly recorded.

Using Q-Xpress to find a Yearly problem:

Situation:  We have run the process in No. 2 above but the totals for some donors still are not correct.

The selection below will pull all donations for the given period so you can check the Yearly status, Charitable Status and Campaign donations are allocated.

Click Create and once Complete use Q-Xpress View to examine the records.


Receipt Window

1.   If you have a series of receipts with an incorrect Batch Number, you can update them individually through the Receipt Maintenance window or in a group through Other Utilities found under File\System Maintenance.


Note the Receipt Date. If you have posted donations into an existing batch you may need to define a Receipt Date for those you wish to move. Otherwise, ignore this field.

The Incomplete Donation Handling Report

  1. The Incomplete Donation Handling Report shows all batch numbers where receipts have not yet been printed or U2M. This report uses the Receipt Date and lists by Batch Number. Finding Batch Numbers that are a character too short or just incorrect is easy to do.

3.   You can modify the Campaign value in the Receipt window as long as it has not been receipted or U2M. Please note, all dollars, acquired by and mailing list values are re-initialized to blanks.

4.   You can add or modify the breakout on any donation regardless of its printed status or U2M. The amounts entered by Breakout Code must equal the Amount field which cannot be modified.


Hint: If you have old breakout codes no longer in use, go to File\System Maintenance, Lookup Tables and modify the name by adding a letter like Z in the first character to move them to the bottom of the list.


5.   To ensure GIK information is printed on a charitable or non-charitable receipt the Print On /Gift in Kind must be checked on the Campaign. When this field is checked for all GIK  (gift in kind used by the charity) or AUC (auction donations) the Payment Method for all entries on the Receipt Maintenance window automatically brings up Gift in Kind.


Voiding a Receipt

PDF and eReceipts cannot be Reset in @EASE. Once a receipt number is issued it needs to be protected. If the transaction is entered and receipted, the best you can do is open it in the Receipt Window and click the Delete button. A message will appear telling you it cannot be deleted as the receipt has already been printed. Pressing Delete will VOID the transaction.

Resetting a PrePrinted Receipt

1.   For clients using Pre-printed receipts, you can Re-Set individual and Yearly receipts to reprint those in error.

Preprinted Receipts can be Charitable and Non-Charitable.

Features to Note:

The Batch Number range can be quite broad but must take in all receipts for a Yearly Receipt being reset.

Donation Type Charitable is checked if it is a charitable receipt.

Yearly Receipt must be checked if it is a yearly receipt being reset.

The Receipt Number can be entered if you have it. If only one receipt the From and To have the same value.

The Receipt Date again needs to be quite broad particularly if you are resetting a yearly receipt so the calendar year would work.


Highlight the Receipt(s) to be reset and click Reset.

Preprinted receipts are handled differently than PDF or eReceipts and cannot be reset to protect used receipt numbers. Where a change is required, the PDF or eReceipt needs to be voided and re-entered.


Campaign Fixes

1.    The best way to ensure your campaigns are set up correctly would be to run the Campaign Listing Report found under Campaign Reports shown above.


This report will identify most problem issues like missing Breakout Codes, incorrect Receipt Required values, Yearly and especially the Donation Type category.  The Donation Type category cannot be changed once donations have entered the campaign.


The Print on Receipt checkboxes are used for Gifts in Kind to ensure the information in the Receipt Notes is printed on the receipt as required by CRA for Charitable donations.


Print on Receipt: Thank You messages will print the message you place in the Thank You tab of the Campaign Profile.

CRA wants to know why people give and if the Receipted Amount is fully charitable for a charitable donation or ticket.


Duplicate In Memory Campaigns File\System Maintenance\Other Utilities

If you have two In Memory campaigns for the same person, you can merge them into the older campaign to accumulate all gifts.

Ie         2015 In Memory of John Doe

2022 In Memory of John Doe

Campaign to Keep is 2015.

Campaign to Remove is 2022.

All gifts will be moved to the 2015 campaign and all total amounts moved as well.

3.    Receipt Required can,be updated for a campaign and its donation records through File\System Maintenance\Other Utilities.

Note the Receipt Required will be updated on all receipts which are not printed, voided or U2M.


4.   Additional Fixes using File\System Maintenance\Other Utilities

Remove Qualities: lets old quality values be removed for Corporate, Private and Contact records.

Remove Q-Xpress Records: which lets you remove old staff member record pulls so that you do not need to log in to the account to clear old data pulls.

Remove Account Information from Pledges: This is an old selection where the account numbers were recorded on Pledge Master Records.

Global Updates

Using Q-Xpress View and based on the selection you have made you can globally update several Receipt and Donor fields.

On a set of highlighted records,  you can ASSIGN:


Donor Interests

Donor Recognition

Memberships

Qualities

Demographic Codes

Donor Status – Active, Inactive, Not for Fundraising Permanently Inactive

Volunteer

eReceipt

Opt-in

Quality on those you have Acquired Donations        

Mailing List for Third Party events, special events and more

Meetings or follow-up activities through Dickens.

Global Deletes are available as well for highlighted records in Q-Xpress View.