Event Receipt Entry
Contents
Overview of FR402UPD
Event receipts are usually processed via the Cash Processing process. Once the monies have been recorded in Cash Processing Stage 1, they are processed via Stage 2. When you choose Event Receipt, this will launch the Event Receipt Entry screen. You can also manually enter an event receipt from the menu:
- From the DDI Connect main menu, double-click Connect FR
- Double-click Event & Program Management
- Double-click Event Receipts Entry. You will see this screen:
In order to begin entering the receipt, you must tell the system which event the receipt is for. You can type the event PIN or click the search icon to launch Event Inquiry. Once you have entered the PIN, you can click New to begin entering the new receipt:
Adding a new Event Receipt
Event Receipt tab
The following fields are available on this screen:
| Field | Description |
|---|---|
| Receipt date | The receipt date will default to your system's business date. You can modify the date by typing it in mm/dd/yyyy format or by clicking the calendar icon to select the date |
| G/L tran date | The G/L transaction date will default to match the receipt date. You can modify the date by typing it in mm/dd/yyyy format or by clicking the calendar icon to select the date |
| Total amount | Enter the total amount of the receipt |
| Funding source | Click the drop down arrow to select the funding source for this receipt |
| Cash source | Click the drop down arrow to select the cash source of the gift. If the gift is a check, select Checking Account. This will enable the ck account field, where you can select the internal checking account that will receive the funds |
| Follow up is requested for this receipt | If this box is selected, the receipt will appear on the Receipts Needing Follow Up Report. This flags the receipts as needing additional follow up (such as large gifts, etc.) |
| Generate receipt letters | This box is selected by default, and will automatically generate a receipt when Generate Gift Receipts is run |
| Mail to PIN | Enter the PIN for the constituent or organization that should receive the receipt. You can also click the search icon to launch name/address inquiry or the add icon to enter a new constituent record |
| Mail receipt letter to | This box will automatically populate with information when the Mail to PIN is selected |
| Memo | If you wish to add a memo to the receipt, you can do so here |
| Denomination | If applicable, you can enter the donor's denomination information. Type the denomination code or click the list icon to select from a list of active denomination codes in the system |
When you have finished entering the information, click the Line Items tab.
Line Items tab
When you click the Line Items tab, you will see a screen similar to this one:
The following fields are available on this screen:
| Field | Description |
|---|---|
| Amount | The amount field will default to be the full amount that you entered on the Event Receipt tab. However, you can modify the amount if needed. For example, if the donor indicated that half the receipt was to be designated for a particular purpose and the rest for another, you can divide up the amount however needed |
| Gift? | Selection indicating whether the line-item dollar amount is considered a gift. If selected, the dollar amount in the Amount field is added to the total in the Amount field on the Event Receipt tab. If not selected, the dollar amount in the Amount field is added to the total in the Non-gift field on the Event Receipt tab |
| Promo type | Enter the promo type code or click the list icon to select from a list of active promo type codes in the system |
| Promo sour | Enter the promo source code or click the list icon to select from a list of active promo source codes in the system |
| Country (Desig 1) | Enter the country (designation 1) code or click the list icon to select from a list of active country/designation 1 in the system |
| Program (Desig 2) | Enter the program (designation 2) code or click the list icon to select from a list of active program/designation 2 in the system |
| G/L account | If your organization has configured promotion cross-reference, the G/L account will automatically populate when the promo type is selected. If it has not been configured, enter the G/L account for this receipt or click the list icon to select from a list of active GL accounts in the system |
| Fund | If the receipt has been designated for a named fund, you will enter that information here. Type the named fund code or click the list icon to select from a list of named fund types in the system |
| Appeal | If the receipt is the result of a particular appeal, you can set that here. Type the appeal code or click the list icon to select from a list of active appeals in the system |
| Designation | If the donor mentioned a specific designation, you can add that information here |
| Use in receipt letter | If selected, the text entered in the Designation field will be included in the gift receipt letter |
When you have finished entering the line item information, click OK.
Links tab
Click the Links tab. You will see this screen:
This is the Links tab that is on the Event Entry screen. Add the links you wish to associate with this receipt.
When you have finished entering all of the information for the receipt, click Save to retain your changes.
Adding a Soft Credit
You have the ability to add a soft credit to an event receipt. To do so, click the Actions button and select Soft Credit. This will launch the Soft Credit screen.
Adding a Tribute
You have the ability to add a tribute to an event receipt. To do so, click the Actions button and select Tribute. This will launch the Tribute screen.
Reassigning the Event
If the Event Receipt was inadvertently associated with the wrong event, you can easily move the receipt to the correct event. To do so, click Actions and select Reassign Event. The screen will open up for editing:
In the Event PIN field, type the event PIN for the correct event. You can also click the search icon to launch the Event Inquiry screen. When you have located the correct event, select it. When the PIN information updates, click Save. The event receipt is now reassigned to the correct event.
View Button
From the Event Receipt, you several options for viewing related information.
View Edit History
To view the Edit History for the receipt, click View and select Edit History. When you have finished viewing the history, click Exit to return to the event receipt
Sponsors and Participants
To view the sponsors and participants of an event, click View and select Sponsors and Participants. This will launch the Event Linked Record Maintenance screen. When you have finished viewing the information, click Exit to return to the event receipt.
Transactions
To view all transactions associated with the event, click View and select Transactions. This will launch the Event Receipt Transactions screen. When you have finished viewing the information, click Exit to return to the event receipt.
GL Transactions
To view all of the GL transactions associated with an event, click View and select GL Transactions. This will launch the GL Transaction Inquiry screen. When you have finished viewing the information, click Exit to return to the event receipt.
