Setting Up Commitment Management

This chapter lists prerequisites for the gift and pledge process and discusses how to:

• Define gift types.

• Define tender types.

• Define designation types.

• Define matching gift types for designations.

• Define designation funds.

• Define recognition types.

• Define adjustment reasons.

• Prepare for session posting.

• Prepare for acknowledgement letters and receipts.

• Define acknowledgement rules.

• Define an organization’s matching gift rules.

• Define giving club information.

• Set up credit card processing.

• Set up self-service online giving and pledges.

Prerequisites

Before you begin the process of setting up the system for gift and pledge processing, consider the following:

• How are setIDs, record groups, and business units set up at your institution?

  Designation types, designation funds, tender types, and appeals are defined by setID. When you enter transactions and view information by business unit, the available values depend upon the values you define for the setID and which setID you associate with the Record Group for the business unit.

  See Enterprise PeopleTools documentation

• What types of pledges are most common at your institution?

  What pledge reminder schedule do these pledges typically have? Set up the most common reminder schedule as your default.

• Does your institution feed certain key pledges to the General Ledger during capital campaigns?

  You can elect whether or not to allow pledges to be fed to the GL Ledger using the Contributor Relations Installation page.

• Do you enable your gift processors to override pledge details?

  If you enable your gift processors to override pledge details such as designation funds during the processing of pledge payments, you can set this up as the default using the Contributor Relations Installation page.

• For what reasons does your gift processing staff adjust gifts and pledges?

  These reasons are set up in the system as adjustment reasons.

• How do you plan to set up item types?

  Since item types are shared with PeopleSoft Enterprise Student Financials, your fundraising department should request a range of item types to use. If your institution uses designation numbers, a convenient way to keep item types and designation funds in sync is to begin the item types with your department’s range and end them with the corresponding designation fund numbers.

• What are the ways your institution accepts gift payments?

  These are set up in the system as tender types, such as cash, check, and credit card.

• How do you want to categorize designation funds?

  Designation types are convenient ways of grouping designation funds for reporting purposes. Create a spreadsheet of all the categories of designation funds to use as designation types.

• What types of acknowledgements do you want to produce?

  Create a spreadsheet of all the types of acknowledgements your institution sends to donors. Set these up as letter codes. Clone delivered letters for your gift receipt and for each of your acknowledgement letters. Also, create an Event ID for each acknowledgement type.

  Your acknowledgement scheme must be carefully thought through to take advantage of all that the Contributor Relations system has to offer. You create standard default acknowledgement rules on the Acknowledgement Setup pages. In addition, you can set up special acknowledgements rules for each designation and for giving clubs.

• How do you want to assign staff roles?

  All staff members who process gifts and pledges must be set up as Gift Entry personnel. All staff members who have supervisory responsibility for gift and pledge entry must be set up as Gift/Pledge Supervisors. All staff members who add giving club membership manually must be set up as Giving Club Administrators.

Defining Gift Types

To set up gift types, use the Gift Types component (AV_GFT_TYPE_TBL).

This section discusses how to set up gift types at your institution. Gift types are used on the Gift Entry and Gift Adjustment pages.

Page Used to Define Gift Types

Setting Up Gift Types

Access the Gift Types page.

The following values are required in the GIFT_TYPE field that resides in the AV_GFT_TYPE_TBL table:

See Also

AVPCAE, GFTINC, GFTINCII, GFTINCIV − CAE Gift Income Report

Defining Tender Types

To set up tender types, use the Tender Types component (AV_GFT_TNDR_TBL).

This section discusses how to set up tender types at your institution.

Page Used to Define Tender Types

Setting Up Tender Types

Access the Tender Types page.

Special Fields	Select Credit Card or Check if additional fields should appear when the tender type you are entering is selected during transaction entry. If you select credit card, fields for the card type, number, holder, and expiration date display. If you select check, a check number field displays. Select Allow Zero Amount to enable gifts to be entered on the Gift Entry page with no monetary value to the institution. Note. When you enter a gift with a tender type that has the Allow Zero Amount special field value selected, the tender detail button on the Gift Entry page does not appear for that gift. If any other gift is entered in the same session with a tender type that has a special field value of Check or Credit Card, the tender detail button appears accordingly.
Item Type	Enter the item type to be used when processing a transaction with this tender to the financial system.
CAE Real Estate	Select if the tender type represents a property gift that you want included in the Council for Aid to Education (CAE) report. When selected, this check box separates gifts-in-kind such as equipment and applications from other property such as real estate. Gifts of property are reported in Part IV of the CAE report (II, C2b, Number and dollar value of other property).

See Also

AVPCAE, GFTINC, GFTINCII, GFTINCIV − CAE Gift Income Report

Defining Designation Types

To set up designation types, use the Designation Types component (AV_INST_TYP).

This section discusses how to set up valid designation types.

Page Used to Define Designation Types

Setting Up Designation Types

Access the Designation Types page.

Designations are the projects, funds, or areas at the institution that receive appropriation from gift, pledge, or membership transactions. Designations are set up as allocation accounts that are linked to specific item types in the institution’s financial structure.

When you define a designation fund you can specify the type of designation that this particular fund is. Examples of designation types are Graduate School, Law School, and so on. Designation types are used for custom reporting on designations that share a designation type. Designation types may vary from the standard CASE, FASB, and Matching Gift types.

Important! Use a designation type of None for those designations that do not match any of the other designation types.

Defining Matching Gift Types for Designations

To set up matching gift types, use the Matching Gift Types component (AV_MTCH_GFT_TYP).

This section discusses how to set up valid matching gift types.

Page Used to Define Matching Gift Types for Designations

Setting Up Matching Gift Types

Access the Matching Gift Types page.

The values you define on this page are used when defining designation funds. When you define a designation fund you can specify the types of matching gifts that matching gift companies do not match.

Matching gift types that are not matched by matching gift companies are found in the CASE Matching Gift Details book.

The following values are delivered based on CASE matching gift rules:

Defining Designation Funds

To set up designation funds, use the Designation Funds component (AV_DESIGNATIONS).

The Designation Funds and Designation Funds 2 pages help you set up the specific allocation accounts for commitments made to an institution. Designations are the projects, funds, or areas at the institution that receive appropriation from gift, pledge, or membership transactions. Designations are linked to specific item types in the institution’s financial structure. Designation Funds are defined for each setID at your institution.

This section discusses how to set up designation funds.

Pages Used to Define Designation Funds

Beginning Designation Funds Setup

Access the Designation Funds page.

Designation Name	Enter the full name of the designation fund.
CASE Type	Select the specific purpose of the designation fund as defined by the Council for the Advancement and Support of Education (CASE). Valid CASE types are Current Restricted, Current Unrestricted, Endowment & Similar, Loan Funds, Non-Gift, and Plant Funds. CASE type values are delivered with the system as translate values and are used when generating the CAE report. Do not modify these translate values in any way. Any modifications to these values require a substantial programming effort. Note. This field supports Part IA and Part II of the CAE report.
CASE Purpose	Select the specific utilization category of the designation fund as defined by the Council for the Advancement and Support of Education (CASE). Valid CASE purposes are Academic Divisions, Athletics, Chairs, Equipment, Faculty/Staff Compensation, Financial Aid, Land & Buildings, Library, Non-Gift, Other Restricted Purpose, Prizes, Public Service & Ext., Special Programs, Student Projects, Research, and Unrestricted. CASE purpose values are delivered with the system as translate values and are used when generating the CAE report. Do not modify these translate values in any way. Any modifications to these values will require a substantial programming effort. Note. This field supports Part II of the CAE report.
FASB Type	Select the accounting category for the designation fund as defined by the Financial Accounting Standards Board (FASB). This value is used when generating the CAE report. Note. This field supports Part I of the CAE report.
Match Gft Type (matching gift type)	Select the category to determine if matching gift companies match gifts to this designation. The CASE Matching Gift Details book provides the following eligibility categories: Athletic Activities Programs, Athletic Building Funds, Athletic Scholarships, Non Athletic Building Funds, and Non Athletic Scholarships. Note. Define a matching gift type of None for those gifts that do not match any of the other matching gift types, because the field is required and cannot be left blank. None indicates that matching gift companies put no restrictions on this designation.
Designation Type	Select the type of account the designation applies to. Designation types are defined by your institution and can be used for running reports on various account groupings. Examples of designation types are Law School, Athletic Accounts, and so on. Note. Include a designation type of None for those designations that do not match any of the other designation types, because the field is required and cannot be left blank. Designation types are defined by your institution and assist in categorizing accounts for internal purposes.
Item Type	Enter the specific reference to the chart of accounts within PeopleSoft Enterprise Student Financials.
Responsible Person	Enter the staff member responsible for managing this designation fund.
Formal Description	Enter a long designation description here, up to 254 characters. The value you enter here can be used when you generate acknowledgements. The Letter Generator process (CCLTRGEN) includes this field in the Comma Separated Values (.csv) data file it creates to generate both joint and individual letters. The field name is “DesigFormalxxx.” To use this field in acknowledgements, modify the acknowledgement template.

See Also

AVPCAE, GFTINC, GFTINCII, GFTINCIV − CAE Gift Income Report

Completing Designation Funds Setup

Access the Designation Funds 2 page.

Other Page Elements

Acknowledgements

You are not required to enter an Event ID or Role. However, you may only enter one or the other. The system creates an acknowledgement communication record for a donor for each designation to which a gift is allocated if an event ID is entered in these fields.

Tribute Recipient

Original Donor

Defining Recognition Types

To set up recognition types, use the Recognition Types component (AV_RCG_TYPE_TBL).

This section discusses how to set up credit recognition types.

Page Used to Define Recognition Types

Setting Up Recognition Types

Access the Recognition Types page. Recognition types are used during the gift and pledge entry acknowledgement processes to recognize donors who made commitments to the institution.

Note. When the system generates acknowledgement letters for gifts, it always acknowledges hard credit recognition first. If the Soft Credits check box is selected on the Institution Installation 2 page, the system also looks at soft credit recognition to determine whether an acknowledgement should be generated.

Recognition Type Required Values

The following value is required in the RECOGNITION_TYPE field that resides in the AV_RCG_TYPE_TBL table:

Defining Adjustment Reasons

To set up adjustment reasons, use the Adjustment Reasons component (AV_ADJ_REASON_TBL).

This section discusses how to set up valid reasons for transaction adjustment.

Page Used to Define Adjustment Reasons

Setting Up Adjustment Reasons

Access the Adjustment Reasons page. The adjustment reasons you define here become available for selection in the Reason field on the Gift Adjustment and Pledge Adjustment pages.

Examples of common adjustment reasons are Data Entry Error, Donor Request, and so on.

Preparing for Session Posting

Before processing transactions to an institution’s financial system, you must set up designations, item types, and journal sets properly.

When you set up institution defaults using the Institution Installation page, you select the setID used to link to PeopleSoft Enterprise Student Financials. This setID is used to retrieve detail calendars and item types from Student Financials.

Designations are, in simple terms, a representation of accounts or fund codes at your institution. When a gift or pledge payment is applied to a designation, that designation updates the actual account associated with it through the GL Interface.

Designations are tied to an item type in Student Financials. You define chartfields and item types using the Student Financials system, then associate them with designations in Contributor Relations when you define designation funds using the Designation Funds page.

The following setup occurs in PeopleSoft Enterprise Financials:

• Setting up budget periods.

• Defining journal entry definitions.

• Defining a journal source.

• Defining journal generator template defaults.

Note. You must set up both a journal source and a journal generator template for Contributor Relations.

See Also

PeopleSoft Financials, Enterprise Service Automation and Supply Chain Management Application Fundamentals 9.0 PeopleBook

Setting Up Item Types

Item types are classifications of charges and credits. Specifying item types differentiates the various debits and credits when you apply them to an account. Your institution’s policies govern how item types are defined. The item type also contains the General Ledger Interface information, which is used to transmit the transaction from Contributor Relations to the General Ledger system.

An item type may have multiple journal sets. Journal sets enable you to generate a set of balanced entries into your journals.

Journal sets may be defined for Gift, Pledge, Pledge Payment, or Tender/Clearing account transactions. Each of these journal sets requires different debit/credit definitions. For Contributor Relations, journal set fields must be defined with a specific value based on the type of transaction for which you are setting up the GL Interface. If these values are not as follows, the posting process does not work:

For example, when you enter a gift transaction in the system, you select a tender type that is tied to an item type with a journal set of 0. This represents the debit side of the transaction. Then you select one or more designations that are each tied to an item type with a journal set of 1 (Gift) that specifies the credit side of the transaction.

If your institution plans to feed pledges, a pledge transaction has a debit to accounts receivable with a journal set of 2 and a credit to a designation account with a journal set of 2 (requiring two rows in the GL interface record).

If your institution plans to feed pledges, a pledge payment has a credit to accounts receivable with a journal set of 3. The tender entered during gift entry provides the debit side of the transaction.

Note. If you do not intend to feed pledges to the financial system, you do not need to create journal sets 2 and 3 for Contributor Relations item types. In this instance, an item type for a designation would have only a single row with a journal set of 1 and Credit in the DB/CR field.

See Also

Processing and Posting Sessions

Completing Item Type Initial Setup

Use the Initial Setup page to begin the process of setting up item types at your institution.

Make sure the Contributor Relations Classification is selected. This selection enables the specific processing of item types as required by the system and enables the GL Interface page to save with journal sets that do not have both a debit and credit.

Select the G/L Interface Required check box to indicate that both a credit and debit side of each transaction are required.

See Also

Setting Up Item Types and Item Type Groups

Defining a GL Interface

Use the GL Interface page to map an item type to a specific General Ledger account. When the General Ledger interface process is run the transactions for the item type are entered in the GL Accounts you define on this page.

Enter an Effective Date. You must insert a new effective-dated row to change the budget period associated with this item type. The effective date must fall on or after the effective date for the associated budget period.

Note. To change the setID for which values are displaying on this page, select PeopleTools, Utilities, Administration, Table Set Control. Change the setID for FS-05 to the setID for which to view values.

The Term and Session fields are unavailable for input when the item type classification is set to Contributor Relations.

Contributor Relations uses the Journal Sets on the GL Interface page in combination to create dual-line accounting entries. Tender and clearing account item types should always be created with a journal set of 0 and one debit row for the tender account or clearing account. Gift designation item types should always be entered with a journal set of 1 and credit row(s) for the designation account(s). Pledge designation item types should always be entered with a journal set of 2 and should have one debit row for the Accounts Receivable account and one credit row for the designation account. Pledge payment item types should be created with a journal set of 3 and one credit row to the Accounts Receivable account.

The following scenarios illustrate what occurs in GL Interface when the various journal sets are called.

Scenario 1

Donor makes gift of 100 USD to a single designation:

Scenario 1

Scenario 2

Donor makes gift of 100 USD to two designations:

Scenario 2

Scenario 3

Donor makes semiannual pledge of 1000 USD to a single designation that is fed to the GL (multiple designations would be credited as in Scenario 2 above):

Scenario 3 (1 of 3)

Donor makes semiannual pledge payment of 500 USD for the pledge above:

Scenario 3 (2 of 3)

Donor makes final pledge payment of 500 USD for the pledge above:

Scenario 3 (3 of 3)

Scenario 4

The donor’s gift in Scenario 1 is adjusted because the gift should have been 10 USD not 100 USD:

Scenario 4 (1 of 4)

Original gift is backed out with offsetting reversal entries that take the original gift to zero:

Scenario 4 (2 of 4)

The refund amount is entered to be offset when a refund is generated manually:

Scenario 4 (3 of 4)

The new corrected gift is created:

Scenario 4 (4 of 4)

See Also

Creating Accounting Entries Using the GL Interface Process

Preparing for Acknowledgement Letters and Receipts

There are various pages in the system that effect the setup of acknowledgement letter processing:

• On the Institution Installation 2 page, you select an Event ID to identify your institution's default receipt.

  You also enter numbers to represent the priority the system looks at when identifying which acknowledgment letter to send to a donor. Finally, you select check boxes to indicate whether to acknowledge soft credits, adjusted gifts, and adjusted pledges.

• On the Recognition Types page, the system has included code to ensure that hard credits are always given top priority when determining what to acknowledge.

  If you select the Soft Credits check box on the Institution Installation 2 page to acknowledge soft credit, that soft credit is only acknowledged when no hard credit exists for the donor on the gift.

• On the Designation Funds 2 page, you can select an Event ID or a role to associate with a specific designation fund.

  When the acknowledgement process run, it checks to see if the commitment has been allocated to a designation fund that requires a separate acknowledgement. If so, it creates a communications record for the letter or assigns the acknowledgement to the ID of the person with the role.

• On the Acknowledgement Setup pages, you define the rules that determine what acknowledgement letter is sent to a donor in a particular situation.

  The five items you prioritized on the Institution Installation 2 page are now assigned Event ID’s or roles.

Defining Acknowledgement Rules

To set up acknowledgement rules, use the Acknowledgement Setup component (AV_ACKNLDG_SETUP).

This section discusses how to set up the rules that determine which acknowledgement letter the system sends to a donor and which role manages an acknowledgement in a particular situation.

The rules you set up here enable the system to determine which one letter a donor should receive, or whether the acknowledgement should be assigned to a role so a configurable acknowledgement can be produced. Acknowledgements assigned to a role can be viewed on the Acknowledgement List page for the resources assigned to that role.

You can set the priority in which the system looks at these rules using the Acknowledgement Priority group box on the Institution Installation 2 page.

Common Elements Used in This Section

Pages Used to Define Acknowledgement Rules

Setting Up Acknowledgements

Access the Acknowledgement Setup1 page.

The system looks at service indicators set on this page for both people and organizations when generating acknowledgements.

Service Indicator

Gift Amount

Continuing Acknowledgement Setup

Access the Acknowledgement Setup2 page.

If you select the Adjusted Pledge or Adjusted Gift check box on the Institution Installation 2 page, and you do not specify any values in the Adjustments group box, the system displays an error message when you attempt to save the page. If you receive this error, you must enter an Event ID or Role in the Adjustments group box to save successfully.

Completing Acknowledgement Setup

Access the Acknowledgement Setup3 page.

All anonymous acknowledgements are configurable and do not have a standard letter generation option.

Defining an Organization’s Matching Gift Rules

The Matching Rules component enables you to define the matching gift rules for an organization. You can maintain information about minimum match amounts and match ratios, the designations for which gifts can be matched, the annual matching gift budget, required information and contacts, and any matching gift restrictions the organization has.

This section discusses how to:

• Set up matching gift rules.

• Set up matching gift restrictions.

• Set up required information.

Pages Used to Define an Organization's Matching Gift Rules

Setting Up Matching Gift Rules

Access the Rules page.

Minimum Match Amount

Enter a minimum amount for gifts that the organization matches. The organization only matches gifts that are equal to or greater than the amount in this field. If the gift meets this amount, the matching gift program then considers if it is given to an appropriate designation (set up on the Restrictions page). If the gift passes this test, then the matching gift program considers the matching ratios.

Currency Code

Note. The currency you select here applies to all amount fields on this page.

The following fields are informational only and are not used in the automated matching gift process.

Match Detail

The following fields are used in the automated matching gift process.

Setting Up Matching Gift Restrictions

Access the Restrictions page.

Ineligible Designation Types	Select the designation types that are not eligible for an organization’s matching gift program. This field is used in the automatic calculation of the expected matching gift amount.
Ineligible Gift Types	Select the ineligible gift types that your organization does not match, such as dues or deferred gifts. This field is used in the automatic calculation of the expected matching gift amount.

Note. The following fields are informational only and are not used in the automated matching gift process.

Setting Up Required Information

Access the Rqd Info/Contacts page.

Required Information

Select the items an organization must receive prior to matching a gift. Examples are Matching Gift Form, Original Check to Company, Donor Calls Company, and Receipt. Values for this field are delivered with the system as translate values. You can modify these translate values.

Matching Gift Contacts

This group box displays the name of each organization contact at the organization with an ORG_CONTACT code of MG or matching gift coordinator, and his or her job title and telephone numbers. The ORG_CONTACT code is a delivered value and should not be deleted.

Defining Giving Club Information

This section discusses how to:

• Define giving clubs.

• Define giving club levels.

Pages Used to Define Giving Club Information

Defining Giving Clubs

Access the Giving Club Rules page.

Name	Name the giving club (up to 30 characters).
Administrator	Select a valid club administrator at your institution. Administrators are defined when you create Staff Assignments of Giving Club Administrator (GCA). This value is delivered in the AV_PRPS_TBL and should not be deleted.
Campaign	Select the campaign to associate with this giving club, if applicable. A campaign is an organized institutional effort targeted to a specific constituency that occurs over a specified period of time with specific purposes and goals. This prompt box contains a list of all the campaigns defined at your institution.

Club Rules

Include in Calculations

Eligible Designations

Remaining Fields

Defining Giving Club Levels

Access the Giving Club Levels page.

Level	Name the giving club (up to 10 characters). Level names are usually very specific for each institution, but an example might include a giving club with levels of Bronze, Silver, Gold, and Platinum.
Members	Displays the number of members in the club at this level.
Minimum and Maximum	Enter a giving amount range. This range determines the low and high end giving totals that make donors eligible for this giving club level. For multiple levels there can be no gaps in the ranges. If all gifts above a certain level qualify a donor for membership in the club at the highest level, the maximum amount for this level should be left blank.
Benefits	Enter descriptions of any giving level benefits associated with this giving club level. Benefits are privileges given to the members of the giving club at a particular level. Examples might be library privileges, event tickets, and other donor appreciation items. The information you enter in this field is for your reference only. No benefits processing occurs as a result of your entry.

Setting Up Credit Card Processing

To set up credit card processing, use the Credit Card Type component (AV_CR_CARD_TYPE), Merchant Table component (AV_MERCHANT_TBL), and Business Unit CR component (AV_BUS_UNIT).

Before you can enter gift or membership payments, or enable self-service online giving, you must set up the system for credit card processing.

This section discusses how to:

• Set up a connection with a third-party processor.

• Define payment methods.

• Define credit card types.

• Define connection parameters for a third-party processor.

Pages Used to Set Up Credit Card Processing

Setting Up a Connection with a Third-Party Processor

To accept credit card payments over the internet, you must have an account with a merchant bank that offers internet credit card processing. In addition, you must establish a relationship with CyberSource and provide the identifying numbers for your bank account. After you have established these two relationships, you must configure the system to connect with CyberSource.

CyberSource supports all major credit cards including: Visa, MasterCard, American Express, Discover/Novus, Diners Club, Carte Blanche, EuroCard, JCB, Visa delta, EDC/Maestro, Style, and various private label cards.

See Also

“PeopleSoft Credit Card Interlink Installation and Technical Notes” on Customer Connection

Defining Payment Methods

To specify credit card payments, you must use the Tender Types page to define a credit card tender type. The Tender Types page enables you to set up the monetary forms in which your organization receives gifts.

See Also

Defining Tender Types

Defining Credit Card Types

Access the Credit Card Type page.

Credit Card Name	Enter the credit card name. This name becomes an available value on the Tender Type Detail page and the Make a Donation - Payment Information page and also is available in self-service Involvement functionality.
Credit Card Number Length	Enter the number of digits for this credit card number. Users must enter a credit card account number for this credit card that is equal in length to the value you specify. Separate valid card length values with a comma. Common number length values are as follows: Visa: 13 or 16 MasterCard: 16 American Express: 15 Discover/Novus: 16
Credit Card Status	Select Active to make this credit card available for selection on credit card entry pages. Select Inactive to make this credit card unavailable for selection on credit card entry pages.
Credit Card Valid Prefixes	Enter all valid prefix numbers for this credit card. Separate valid prefixes with a comma. Common prefix values are as follows: Visa: 4 MasterCard: 51, 52, 53, 54, or 55 American Express: 37 or 34 Discover/Novus: 6011
Use Check Digit Algorithm	Select Y (yes) to have the system check the validity of the credit card numbers during the credit card entry process. Select N (no) to not have the system check credit card numbers for validity.

Defining Connection Parameters for Third-Party Processor

Access the CR Merchants page.

Credit Card Merchant ID	Enter the identifier assigned to your organization by the third-party credit card service provider.
Service Provide	Select your service provider. Your choices are Cybersource and Unsupported. Currently, PeopleSoft only supports CyberSource as a service provider.
Credit Card Processing Server	Identify the actual service provider server being accessed by the ics2api.dll file. This file comes from the third-party credit card processor when you establish an account with them.
Credit Card IP Override	Leave this field blank. The service provider uses this field as an IP address proxy.
Credit Card Tracing	Select a control for the output files the system produces during each transaction. Your choices are: Connect with Trace: Connect with service provider and produce a trace file in C:\temp directory. No Connect with Trace: Do not connect with service provider, but produce a trace file in C:\temp directory. Production: No tracing of any kind. Vendor Trace: Connect with service provider and turn on service provider tracing.

Perform Additional Services

Default Options

See Also

Adding or Updating Biographical Details Data

Creating Contributor Relations Business Units

Setting Up Self-Service Online Giving and Pledges

To set up self-service online giving and pledges, use the Involvement component (AV_INST_WEB_INV) and the Giving Vehicles component (AV_GIVE_VEHICLE).

In addition to credit card interface setup requirements, there are eight pages that you must use to set up the system for online giving. These same pages enable you to set up self-service online pledge capability.

This section discusses how to:

• Define Involvement settings.

• Define web designations.

• Define web appeals.

• Define web campaigns.

• Enter a web campaign narrative.

• Define campaign linked designations.

• Define campaign linked appeals.

• Define giving vehicles.

Although the pages above are not required by record definition or by code, self-service donors cannot make a gift or pledge unless information has been set up on those pages.

Pages Used to Set Up Self-Service Online Giving and Pledges

Defining Involvement Settings

Access the Involvement Setup page.

Constituent Type	Select the constituent type assigned to the visitor when the system is processing a self-service gift or pledge and the donor does not have an existing constituent type. Examples include Friend, Alumni, Faculty, Parent, Staff, and so on. These values are defined by the organization on the Constituent Type page. See Maintaining Constituent Types.
Payable to name	Enter the institution or department name to which the donation or pledge will be sent.
Online Gifts, Linked Gifts, Online Pledges	These three check boxes control the links that appear on the Donations - Ways to Give page: Online Gifts: If selected, the system displays the Make your gift securely online link. This link takes donors directly to the Make a Donation - Welcome page to start the online giving process. Linked Gifts: If selected, the system displays the Invest in existing campaigns link. This link takes donors to the Donations - Campaigns page, where they receive web-specific campaign information and can choose whether to make a gift or a pledge to the campaign. Online Pledges: If selected, the system displays the Make a pledge online link. This link takes donors to the Make a Donation - Welcome page to start the online pledge process.
Default Payment Schedule	Select the default payment schedule value to appear on the Make a Donation - Payment Information page for pledges. Delivered values are Semi-Annual, Annual, Bi-Monthly, Monthly, Quarterly, and Weekly.

Mail in address information

The address information you define here appears on the Donations - Ways to Give page and on the Mail In Donation Form. Mail in address information is used by online visitors who prefer to make a gift or pledge through the mail.

Additional information contact

You must enter either a staff ID or an email ID in this section.

Session defaults

Defining Web Designations

Access the Web Designations page.

Available Designations

Important! You must save the designations entered above, for the system to populate the list of available default gift and pledge designations below.

Default Gift Designation

The sequence number of the designation you select here becomes the default designation business unit and designation for a gift. The default designation also appears on the Make a Donation - Gift Information page. If a donor does not select a specific designation fund, and chooses the option to Apply my gift to the greatest need, the donation goes to this assigned default designation.

Default Pledge Designation

The sequence number of the designation you select here becomes the default designation business unit and designation for a pledge. The default designation also appears on the Make a Donation - Pledge Information page. If a donor does not select a specific designation fund, and chooses the option to Apply my pledge to the greatest need, the donation goes to this assigned default designation.

If you do not select a default pledge designation here, donors will be required to choose pledge distribution information on the Make a Donation - Pledge Information page.

Defining Web Appeals

Access the Web Appeals page.

Available Appeals

Important! You must save the appeals entered above, for the system to populate the list of available default gift and pledge appeals below.

Default Gift Appeal

The appeal code you select here becomes the default appeal description assigned to an online gift on the Make a Donation - Gift Information page. The self-service donor can change this from the default to another available value.

If you do not select a default gift appeal here, donors will be required to select how they heard about your organization on the Make a Donation - Gift Information page.

Default Pledge Appeal

The appeal code you select here becomes the default appeal description assigned to an online pledge on the Make a Donation - Pledge Information page. The self-service donor can change this from the default to another available value.

If you do not select a default pledge appeal here, donors will be required to select how they heard about your organization on the Make a Donation - Pledge Information page.

Defining Web Campaigns

Access the Web Campaigns page.

Available Campaigns

Important! You must save the campaigns entered above, for the system to populate the list of available default gift and pledge campaigns below.

Default Gift Campaign

The campaign you enter here becomes the default campaign description assigned to an online gift on the Make a Donation - Gift Information page. The self-service donor can change this from the default to another available value.

If you do not select a default gift campaign here, donors will be required to select a campaign code on the Make a Donation - Gift Information page.

Default Pledge Campaign

The campaign you enter here becomes the default campaign description assigned to an online pledge on the Make a Donation - Pledge Information page. The self-service donor can change this from the default to another available value.

If you do not select a default pledge campaign here, donors will be required to select a campaign code on the Make a Donation - Pledge Information page.

Entering a Web Campaign Narrative

Access the Web Campaign Narrative page.

HTML Narrative

Enter a description of any length, to provide donors with more detailed information about your available web campaigns. You can enter basic HTML markup tags to format the text that appears on the Donations - Campaigns page.

Defining Campaign Linked Designations

Access the Involvement Setup - Campaign Linked Designations page.

The selections you make on this page control the designation options that appear on the Make a Donation - Gift Information and Make a Donation - Pledge Information pages.

Defining Campaign Linked Appeals

Access the Involvement Setup - Campaign Linked Appeals page.

The selections you make on this page control the appeal options that appear on the Make a Donation - Gift Information and Make a Donation - Pledge Information pages.

Defining Giving Vehicles

Access the Giving Vehicles page.

These methods appear under the Other Ways to Give heading on the Ways to Give page.

Additional information contact