revenue management and administration - university of guelphaadtraining.uoguelph.ca/pdf/revenue...

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Revenue Management

REVENUE MANAGEMENT Revenue represents your charitable donations and other non-charitable income. You receive contributions as

payments, pledges, and fees from your constituents.

The Revenue area in CANNON CRM contains tools to help you track the source of revenue, apply revenue to

your various fundraising purposes, and run reports that describe your fundraising progress and analyze giving

trends.

o Add a single payment.

o Enter and Commit new transactions (batch)

o Configure matching gift conditions. (is this needed? Where does this fit in?)

o Pledge Batches (Add a pledge, add pledge payment, add a pledge write-off and recurring gift)

o Configure default recognition credit. (is this the planned gift entry?)

o Sustaining Giving via Credit Card (create cc automatic payments, cancelling cc payments)

o Direct Debit (new debit pledges, back acct info, process direct debit files, stop/cancel payroll

deduction pledges)

o Payroll deduction (payroll deduction pledges, processing payroll deduction batches, stop/cancel)

o Planned Gift entry

o Make adjustments to an unposted and a posted payment.

o Payment and Merchant services (is this a BB feature?)

o Receipting (hierarchy, add/edit receipt templates, add/edit/execute receipt processes)

o GL Posting (is this covered in deposits? Or is this Purspose and Designation – mapping to GL?)

o Deposit entry and linking (locking deposits)

Revenue Entry – Single Payment

While you will enter most revenue payments through batch, it is helpful to see how a single payment is

entered from the Revenue page and the fields that comprise a payment record.

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To Add a Payment:

1. On the navigation bar, click Revenue.

2. In the Transactions task group, click

3. Complete the fields on the Add a payment window.

1. In the Application details frame, specify the applications to apply the payment and the amount (or

percentage) to apply to each.

2. Click Add to apply the application.

3. On the Payment information tab, define details related to the payment.

4. On the Marketing tab, enter information about the marketing effort if the constituent sent the payment

in response to a marketing effort.

5. On the Transaction details tab, select the acknowledgment letter to use to thank the constituent for the

payment.

6. Click Save.

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General Information

In the Constituent field, search for the constituent who made the payment.

If the revenue is associated with a returned direct marketing reply device, enter the finder number in the Finder number field.

In the Amount field, enter the total amount of the payment.

In the Date field, select the date to associate with the payment.

In the Inbound channel field, select the channel your organization received the payment through, such as Mail, Phone, or Face-to-face.

Mark the Payment is anonymous checkbox if the constituent requests to make the payment anonymously.

Application Details

In the Application details frame, you specify how to apply the revenue from the payment transaction. You

can apply the payment to multiple revenue types.

In the Application field, select the revenue type to apply the payment.

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To apply a payment to a donation, select donation in the Application field, complete the fields in the box below the Application field and then click Add.

To apply a payment to an outstanding commitment, such as event registration fee, pledge or a recurring gift, select the revenue type from the Application field. In the box below the Application field, select the commitment to apply the payment to and click Add. Select whether to apply the payment to the outstanding balance or another amount of the commitment.

Select All in the Application field, to see all the outstanding commitments for the constituent in the box below the Application field.

All applications added for the payment display in the grid below the application box. To delete an application, select it in the grid and click Remove.

To apply a payment to the outstanding commitments of another constituent, click Find commitment.

You can apply a payment transaction to multiple revenue types. The following table identifies the different

applications and includes a description of each.

Application Definition

Donation A single, one-time payment in the form of a gift to your organization.

Pledge A promise to make a specific total amount donation that can be paid in single or

multiple payments.

Recurring Gift

A set amount of revenue donated at specified intervals. Recurring gifts do not require

a fixed end date. Once you create the recurring gift record, you can apply payments

each time your organization receives the revenue.

Matching Gift Claim Represents a constituent’s claim that an organization will make a donation based on

revenue given by the constituent.

Event Registration A payment may be applied toward a registration fee for an event.

Membership A payment may be applied toward a membership registration or renewal fee.

Planned Gift

A philanthropic gift that is funded either during the donor’s lifetime or after his or her

death. The gift is part of a larger estate-planning process where the donor decides

how certain assets are distributed.

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Revenue Management

Application Definition

Grant Award

A payment may be applied toward a grant award. When you add the payment, you

select “Grant Award” as the application type and choose the appropriate funding

request commitment to apply the payment to. The program automatically credits the

solicitors on the funding request for the revenue received based on the default credit

rules you defined.

Donor Challenge

Claim

A fundraising tool to help increase support for a specific cause. A major donor or

corporate sponsor can pledge a large sum to challenge the organization to raise a

specific amount from other donors.

When funds are approved for a donor challenge, the matching donor challenge claim

is created for the constituent sponsor.

Other

Use Other to apply a payment to other items such as Merchandise sales or a Deposit.

When you select the application of Other, you also select the type of revenue in the

Other type field.

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Revenue Management

Payment Information Tab

On the Payment information tab, you define details about the payment.

In the Payment method field, select how the constituent made the payment. Some fields on this tab vary

depending on what payment method you select.

In the Reference field, enter any special information about the payment.

In the Total benefit amount field, information about default benefits the constituent receives for the

payment displays.

In the Receipt amount field, enter the monetary value to print on the receipt for the payment.

To exclude the payment when you run a receipt process, mark the Do not receipt checkbox. To exclude

the payment when you run an acknowledgement process, mark the Do not acknowledge checkbox.

Marketing Tab

If the constituent sends the payment in response to a marketing effort, enter information about the marketing

effort used to solicit the payment.

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You can search for a specific source code, appeal, or effort from the corresponding fields. When you enter a

source code or finder number for the payment, the program may automatically enter the information

associated with the source code or finder number entered.

In the Segment and Package fields, the segment and package associated with the selected effort displays.

Transaction Details Tab

On the Transaction details tab, select the acknowledgment letter to use to thank the constituent for the

payment.

If you do not select a letter on the Transactions Details tab, you can create acknowledgements for a group of

constituents in the Marketing and Communications functional area.

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Revenue Management

Revenue Entry - Batch

Enter Data to a Revenue Batch

When you enter data in a revenue batch, you add or update information about the revenue transactions your

organization receives.

The Individual, Household, Business or Group tabs, of the Constituent Window frame, display basic information from the record of the constituent associated with the revenue.

The Information tab displays applications and matching gifts associated with the selected transaction.

To Enter Revenue Data in Batch:

1. Open the uncommitted batch in which to enter data.

2. Enter information for each revenue record on a separate row in a data entry grid. To move from column

to column, press TAB on the keyboard.

3. To save the information, on the menu bar, click Save.

Revenue Batch Data Entry Tasks

The data entry page includes two toolbars: Main and Revenue.

The Main toolbar includes buttons that represent common tasks for batch data entry, such as Save,

Customize Fields, and Validate.

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Revenue Management

The Revenue toolbar on the data entry screen contains several icons that represent common tasks for

revenue batch entry.

Apply a Payment to Outstanding Commitments

When you add a payment to the batch for a constituent who has outstanding commitments, it can be applied

to those commitments.

To Apply a Payment to Outstanding Commitments:

1. Open the uncommitted batch.

2. Select the payment in the batch entry grid.

3. Select the Revenue toolbar.

4. Click Apply.

5. Apply the payment to an existing commitment or add a new commitment.

6. Click OK.

If the Apply to commitments window does not automatically display, click the Apply icon to display

outstanding commitments for the constituent.

Use the search filter option to filter the list of the constituent’s existing commitments.

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On the action toolbar:

o Click Add, if the commitment you want to apply the payment to does not exist.

o Click Load commitments to search the database for another constituent to apply commitments.

o Click Auto apply to automatically apply the payment amount to the commitments that display in the

grid. The payment amount is automatically applied to the amount due, starting with the first

commitment in the grid, until the total payment amount is applied to commitments.

o Select a commitment and then click Apply to row to apply the payment amount to a specific row in

the grid.

To apply the payment amount to one of the commitments that display in the grid, enter the amount to

apply in the Applied amount column for the commitment.

In the additional application grid, you can apply any portion of the payment that is not applied to

commitments. You can apply it to a donation, unapplied matching gift claim, or payment type of other.

Edit Installment Information

When you enter a pledge or recurring gift in a batch, you can view and edit its installment schedule.

To Edit Installment Information in Batch:

1. Open the uncommitted batch in which to edit the installment information.



4. Click Edit installments.

5. Edit the installment schedule as necessary.

6. Click OK.

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On the Installment schedule window, you can view or edit the payment frequency, number of installments,

date payments are due, date payments start and designations.

The fields and options available on the Installment schedule window depend on whether the revenue type is

pledge or recurring gift. The following table describes the items on the Installment schedule window for both

revenue types.

Window item Description

Commitment date Displays the date you entered in the Date field on the data entry grid.

Commitment amount Displays the value you entered in the Amount field on the data entry grid.

Frequency Select the frequency of the pledge or recurring gift installments.

Starting on Enter the date of the first installment.

No. installments Enter the number of installments as necessary. Appears when the Revenue type

is Pledge.

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Window item Description

Installment amount Enter the amount of the installment. The application uses the values entered in

the Amount fields, Installment frequency field, and No. installments field to

calculate the amount of each installment.

Ending on Enter the date of the final installment. Appears when the Revenue type is

Recurring gift.

Date Displays the date each installment is due.

Amount Displays the amount of each installment.

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Revenue Management

Specify Benefits for a Payment

Benefits are gifts or services your organization gives to constituents in response to a donation. When you add

a payment to the batch, you can identify any associated benefits.

To Specify Benefits for a Payment in Batch:




4. Click Benefits.

5. Specify the benefits associated with the payment:

o If the gift has default benefits, you can:

Select Waive benefits if the constituent declines the benefits associated with a gift.

Select Total benefits if the constituent receives benefits for a gift. The total dollar amount of the benefits the constituent receives appears here.

o If you select Total benefits, enter or update the benefit information in the Money benefits grid.

o If a constituent receives a benefit based on a percentage of his or her gift, enter or update the benefit information in the Percent benefits grid.

6. Click OK.

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Apply a Transaction to Multiple Designations

When you receive a transaction, you must specify how you plan to use the revenue and how it will post to the

general ledger. Designations represent the specific financial purposes for transactions.

When you add a transaction to a batch, you can distribute a single payment amount between multiple

designations. When you split a transaction, you must specify the amount to apply to each designation.

To Apply a Transaction to Multiple Designations for Payments:




4. Click Apply.

5. Select whether to apply the total by amount or by percent.

6. In the Additional applications grid, apply the payment to the designations and indicate the amount or

percent to apply to each.

7. Click OK.

You can also apply pledges and recurring gifts to multiple designations.

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Revenue Management

To Apply a Transaction to Multiple Designations for Pledges or Recurring Gifts:




4. Click Split designations.

5. On the Split designations window:

Select whether to apply the total by amount or by percent.

In the Designation column, search for and select the designations to apply the total amount.

Enter each designation on a separate row.

Apply the payment to the designations and indicate the amount or percent to apply to each.

In the Campaigns column, select the campaign to which to apply the revenue.

Click Distribute evenly to split the payment evenly across all designations.

6. Click OK.

Add a Note to a Payment

Notes are tools that provide additional insight about a payment in a batch.

To Add a Note to a Payment in Batch: 1. Open the uncommitted batch.



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4. Click Add note.

5. On the Add note window:

In the Type field, select the applicable type of note.

In the Date field, enter the date you add the note.

In the Title field, enter a description to help identify the note.

In the Author field, search for the person who creates the note.

In the Notes field, enter any information or details about the payment.

6. Click Save.

Add a Matching Gift Claim for a Payment

When you add a payment to a revenue batch, you can set up a matching gift claim for the payment as

necessary. Blackbaud recommends you enter the amount of the payment in the batch before you add a

matching gift claim.

To Add a Matching Gift Claim for a Payment in Batch:

1. Open the uncommitted batch in which to add a matching gift claim.



4. Click Matching gifts.

5. Complete the fields in the grid on the Add matching gift claims window:

o Search for and select the organization constituent that matches donations from the constituent.

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o Select the constituent’s relationship to the matching organization.

o Select the matching gift condition applicable to the constituent’s relationship with the matching

organization.

o The amount is calculated using the amount entered for the payment and the matching gift

conditions specified on the constituent record of the selected organization. You can enter or edit the

amount of the claim as needed.

o Enter the date to associate with the matching gift claim.

o The designation entered for the payment in the batch displays in the Designation field. If you have

not entered the designation, search for and select the designation.

o Click the Split designations icon to distribute the payment to multiple designations.

6. Click OK.

Specify Recognition Credit for a Transaction

The donor of revenue receives a hard credit for any potential tax receipts. In addition to hard credit,

recognition credit can also be assigned to constituent records related to the revenue.

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Revenue Management

To Specify Recognition Credit for a Transaction in Batch:




4. Click Recognitions.

5. On the Recognitions window, complete the fields in the grid.

o In the Constituent Select the type of recognition credit each constituent in the grid receives.

o Search for and select the constituent who receives recognition credit for the revenue. If multiple

constituents receive recognition credit, search for each constituent on a new row in the grid.

o Enter a date to associate with the recognition credit.

o Enter how much of the total amount to assign as recognition credit to each constituent. If you give

full credit to the recognition credit recipient, both the recipient and the giver of the payment

receive full credit for the payment without duplicating the payment in your database.

6. Click OK.

Specify Solicitors for a Transaction

When your organization receives revenue because of the work performed by a solicitor, you can credit the

solicitor on the payment record for the full or partial payment amount.

To Specify Solicitors for a Transaction in Batch:



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Revenue Management

3. Select the Revenue toolbar

4. Click Solicitors.

5. In the Solicitor column, search for and select the solicitor to receive credit for the revenue. To credit

multiple solicitors for the same application, enter each solicitor on a separate row in the grid.

6. In the Amount column, enter how much of the total amount to credit each solicitor.

7. Click OK.

Matching Gifts

A matching gift claim represents a constituent’s claim that an organization will make a donation based on

revenue given by the constituent.

Matching Gift Conditions

On the Organization second-tier tab of the Organization Info tab, you can define the matching gift conditions.

An organization that matches gifts may have several types of matching gift conditions, and the details for each

type may differ.

To Add a Matching Gift Condition:

1. Open the organization record.

2. Select the Organization Info tab.

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Revenue Management

3. Select the Organization second-tier tab.

4. In the Matching gift conditions frame, click Add.

5. Complete the fields and options on the Add matching gift condition window.

In the Type field, select the type of matching gift condition.

In the Revenue type field, select the revenue type where the matching gift applies.

In the Matching factor field, enter the ratio the organization matches donations for.

In the Matching amount field, select whether the organization matches the total amount of the gift or only the tax-deductible portion.

In the Min match per gift field, enter the minimum amount of gift the organization matches.

In the Max match per gift field, enter the maximum amount of gift the organization matches.

In the Max match per year field, enter the maximum amount of constituent annual giving the organization matches.

In the Max match total field, enter the maximum amount of constituent lifetime giving the organization matches. If the organization does not have a maximum gift amount, leave this field blank.

In the Apply to grid, select the relationships where the matching gift condition applies, including the job schedule and career level.

6. Click Save.

Relationship Configuration

When you add or edit a relationship between an individual and an organization, you can select whether the

organization matches the donations of the individual.

To Configure a Matching Gift Relationship:

1. Open the individual constituent record.

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2. Select the Relationships tab.

3. Add or edit the relationship with the matching organization.

4. Mark the The organization will match contributions for this relationship checkbox.

5. Complete other fields and options on the Add relationship window.

6. Click Save.

Pledges and Recurring Gifts

A pledge is a promise to make a donation to your organization. Pledges are considered unrealized revenue and

are recorded as revenue and a receivable in the general ledger.

A recurring gift is a set amount of revenue donated at specified intervals. The field options available are

similar when you add a pledge and when you add a recurring gift.

To Add a Pledge:


2. In the Transaction task group, click Add a pledge.

3. In the Constituent field, search for the constituent who provides the pledge.

4. In the Amount field, enter the total amount of the pledge.

5. In the Designation field, enter the designation for the pledge.

6. Define the installment schedule, if applicable.

7. Complete any other necessary fields and options on the Add a pledge window.

8. Click Save.

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Installments

In the Installments frame, configure the installment schedule for the pledge.

Options and Payment Information

In the Options frame, select whether to post the pledge to the general ledger and whether to send reminders

or an acknowledgement for the pledge. You can also enter information about the credit card or direct debit

account the constituent uses to pay the pledge installments.

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Write Off a Single Pledge

When writing off a single pledge, you can write off the entire pledge balance, a single installment, or multiple

installments. You can also write off a specific amount and distribute it over the remaining installments so the

individual payments decrease.

To Write off a Single Pledge:

1. Use Transaction Search to find and open the pledge record.

2. Select the Installments/Write-off Activity tab.

3. On the Write-offs action bar, click Add.

4. Enter the amount, date, and post status of the write-off.

5. Select a reason code and enter a description of why you are writing the pledge off.

6. Enter the write-off amount for each of the installments in the grid.

7. Select the recognition credit option if applicable.

8. Click Save.

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Recognition Defaults

Blackbaud CRM can assign two different types of credit when processing revenue: hard credit and recognition

credit. The donor of the revenue receives a hard credit that serves as the basis for any potential tax receipts.

In addition to hard credit, the program can also assign recognition credit to constituent records related to the

revenue.

With recognition defaults, you can define how Blackbaud CRM assigns recognition credits. There are two

different areas on a constituent record where you can configure recognition defaults:

o The constituent’s Revenue and Recognition page

o The relationship record

Revenue Tab

The Revenue tab displays information about revenue associated with the constituent. You can also view and

define the constituent’s recognition defaults.

To Access a Constituent’s Recognition Defaults:

1. Open the constituent record.

2. Select the Revenue tab.

3. Select the Recognition second tier tab.

The Recognition defaults from [Constituent] frame displays the constituents who automatically receive

recognition credits for donations from the constituent.

The Recognition defaults to [Constituent] frame displays the constituents whose donations automatically

generate recognition credits for the constituent.

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To Add a Recognition Credit Default for Donations Received from a Constituent:

1. Click the Revenue tab of the constituent’s record.

2. Select the Recognition second tier tab.

3. In the Recognition defaults from [constituent] frame, click Add on the action bar.

4. On the Add constituent recognition defaults window:

In the Constituent field, search for the constituent who will receive the recognition defaults.

In the Start date and End date fields, enter the time frame when the selected constituent

receives recognition credit.

Select whether to automatically apply recognition credit to each constituent for revenue

received from the other. For each recognition credit default selected, enter the recognition

credit type and match percent to apply.

5. Click Save.

Relationship Recognition Defaults

When you add or edit relationships between constituent records, you can configure recognition defaults for

the relationship.

To Configure Recognition Defaults on a Relationship Record:

1. Click the Relationships tab of the constituent’s record.

2. Select the Relationships second tier tab.

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3. Click the expand icon of the relationship to establish recognition defaults.

4. On the action bar, click Edit.

5. In the Recognition credits frame, select whether to automatically apply recognition credit to each

constituent for revenue received from the other. For each recognition credit default selected, enter the

recognition credit type and match percent to apply.

6. Click Save.

Revenue Adjustments

Before revenue is posted to your general ledger, you can edit information about the transaction and its

applications.

To Edit an Unposted Payment:

1. Open the record of the payment to edit.

2. On the explorer bar, in the Tasks action group, click Edit payment.

3. On the Edit payment window, adjust the payment as necessary.

4. Click Save.

If the revenue is already posted, you must create a revenue adjustment so the changes are posted to the

general ledger. Since a change to posted revenue affects the general ledger, you edit the posted payment to

generate an adjustment. Blackbaud CRM automatically creates the adjustment and records the change on the

payment’s Revenue History page.

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To Edit a Posted Payment:

1. Open the payment record.

2. On the explorer bar, in the Tasks action group, click Edit posted payment.

3. On the Edit payment window, adjust the payment as necessary.

4. On the Adjustment details tab:

Enter the dates to associate with the adjustment and the posting of the adjustment to the general

ledger.

Specify whether or not you want to post the adjustment.

In the Adjustment reason field, select the reason code to explain the need for the adjustment.

In the Adjustment details box, enter any additional information about the adjustment.

5. Click Save.

Payment and Merchant Services

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Receipts

Use the Receipts feature in Blackbaud CRM to generate receipts for payments from constituents. Receipts

confirm that you received the gift and help constituents track donations for tax purposes.

The following graphic represents the process for generating receipts:

A. Generate Header File

You generate a header file that includes the merged data fields. You select a pre-defined export definition to

determine which fields to export for reminders.

To Generate a Header File:

1. On the navigation bar, click Marketing and Communications.

2. In the Donor relations task group, click Receipts.

A. Generate Header File

B. Create Receipt in

Word

C. Add Receipt Process

D. Run Receipt Process

E. Merge Letter

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3. On the explorer bar, click Generate header file.

4. In the Output type field, select either “Output format” or “Export Definition.” Blackbaud CRM defines

the fields to export for each output format. You define the fields to export for an export definition.

If you selected Output format, select an output format.

If you selected Export definition, search for and select an export definition.

5. Click OK.

6. Choose to open the file with Microsoft® Excel.

7. Save the header file as a *.csv file, then close the document.

B. Create Receipt in Microsoft® Word

The next step in this process is to create a receipt in Microsoft® Word.

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To Create a Letter in Word:

1. Open a new blank document in Microsoft® Word.

2. Select the Mailings tab.

3. Click Select Recipients and select Use existing list.

4. Browse to your header .csv file, select the file name, and click Open.

5. On the Header Record Delimiters window, click OK.

6. Start typing your letter. When you come to an area where you want to insert a mail merge field, click

Insert Merge Field and select the field to insert.

7. Save and close the Microsoft® Word document.

C. Add Receipt Process

The receipt process sets up the system to search for revenue records to be receipted. This process defines the

criteria the system uses to create the data file.

To Add a Receipt Process:



3. Select the Receipts tab.

4. On the action bar, click Add.

5. Complete the fields and options on the Add a receipt process window.

In the general section complete basic information about the receipt process; including receipt information, output type and letter and label templates.

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In the Receipt numbers frame, select how the system should handle new receipt.

In the Criteria frame, select which payments to receipt.

In the Results frame, select how to mark receipted revenue and if you want to create a select from the results.

6. Click Save.

D. Run Receipt Process

After you add a receipt process, you run the process to generate the receipts for donors.

To Run a Receipt Process:




4. Click the expand icon to the left of the receipt process to run.

5. Click Start process on the frame that appears beneath the process name.

6. On the Run receipt process window, make any necessary changes to the fields and options.

7. Click Start.

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Once you run a receipt process, the process status page displays automatically. This page contains the Recent

status, History, and Job schedules tabs. The top half of the page contains the parameters and properties for

the receipt process.

On the action bar of the Recent status tab, you can perform functions to manage the most recent process.

The following table identifies the items available and includes a description of each.

Item Description

Download output file Saves a copy of the output file to your hard drive or network.

Merge letter Merges the letters for your receipts in Microsoft® Word. You can save the merged

receipt document on your hard drive or network.

Merge label Merges the data for your labels in Microsoft® Word. You can save the merged

label document on your hard drive or network.

Delete Deletes the most recent instance of the process.

Mark receipted Displays if you do not mark the Mark letters ‘Receipted’ when process

completes checkbox when you add the process. To mark assigned letters for

revenue receipted, click Mark receipted. Click Yes when prompted.

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Item Description

Mark for re-receipt Marks all payments within a process for re‐receipt. Enter a reason, details about

the reason, and select if you want the process to generate new numbers.

Unmark for re-receipt Unmarks all payments within a process for re‐receipt. A confirmation message

displays. Click Yes. All payments originally marked for re‐receipt are now

unmarked.

Clear results Clears the results of the process so you can run a receipt process again.

E. Merge Letter

To Merge the Receipt Letters:


2. In the Donor Relations task group, click Receipts.


4. Click the name of the process to open the status page.

5. On the Recent status tab, click Merge letter. The receipts merge automatically in Microsoft® Word.

6. Save the merged document on your hard drive or network.

Note: You can follow the same process on the History tab of the process record to merge letters for

previous process runs.

Deposits

You can create deposits to record the amount of cash, check, credit card, or other payments you receive and

deposit into your bank account. Once you create an unlocked deposit, you can add an unlimited number of

payments to the deposit.

Add Deposit

You can add deposits on the Treasury page, or directly from an open bank account. When you add a deposit

on the Treasury page, you must select a bank account to associate with the deposit. If you add a deposit

directly from an open bank account, the deposit is associated with that bank account automatically.

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To Add a Deposit:

1. On the navigation bar, click Treasury.

2. In the Bank and bank accounts task group, click

3. In the Account name field, click the name of the account to open.

4. On the Register tab, click Add and then select Deposit.

5. On the Add a deposit window:

o In the Bank account field, select a bank account to associate with the deposit.

o In the Deposit date field, enter the date the deposit is made to the bank account.

o In the Post status field, select “Not posted” or “Do not post” as the post status for the deposit.

o In the Post date field, enter the date to post the deposit.

o In the Reference field, you can enter additional text to identify this deposit. This text displays in the

Reference column of the bank register and can be used when searching for deposits.

o In the Number of payments field, enter the projected number of payments included with this

deposit.

o In the Amount field, enter the total deposit amount.

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6. Click Save to save the new deposit.

Deposit Page

All deposits associated with a bank account have a deposit record that tracks further details related to the

deposit. The deposit record includes summary information as well as several tables on which information

about the deposit is organized.

The summary information on the deposit record includes the deposit number, deposit date, status, the post

status and date, allowed payment methods, total corrections and refunds, and projections for the deposit.

The following table identifies the tabs available on the deposit page and includes a description of each.

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Tab Name Description

Payments Displays all payments linked to the deposit. From this tab, you can

open and view, add, link, and unlink payments.

Deposit Corrections Displays corrections associated with the deposit. From this tab, you can

add a deposit correction.

Payment Defaults Enter defaults for payments. You can enter defaults for payment date,

payment method, and amount.

Documentation Add notes to track helpful or interesting pieces of information about the

deposit.

GL Distributions Displays details for GL distributions, such as the transaction type and

the GL account number

Edit Deposit

You can edit deposits on the Deposit page. For example, you may want to change the post status or the

projected number of payments. To edit deposit information, click Edit deposit under Tasks in the explorer bar.

Edit Deposit Number

You can edit a deposit number on the Deposit page. When you add a new deposit, Blackbaud CRM generates

a deposit number automatically. You can use the Edit Deposit Number function on the Deposit page.

To edit a deposit number, click Edit deposit number under Tasks on the explorer bar. On the Edit deposit

number screen, enter a new number in the Deposit number field.

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Revenue Management

Edit Allowed Payment Methods

You can edit payment methods allowed for a deposit on the Deposit page.

To edit payment methods for a deposit, click Edit allowed payment methods under Tasks in the explorer bar.

On the Edit allowed payment methods screen, select the checkboxes for each payment method the deposit

will accept. Your choices include check, cash, credit card, and other.

Lock/Unlock Deposit

You can lock or unlock a deposit on the Deposit page. When a deposit is locked, you cannot edit the deposit,

add payments to the deposit, link payments to the deposit, unlink payments to the deposit, or edit or delete

payments linked to the deposit.

To Unlock/Lock a Deposit:

1. On the deposit record, click Lock deposit under Tasks in the explorer bar. The Deposit status on the

Deposit page changes to locked.

2. To unlock the deposit, click Unlock deposit under Tasks in the explorer bar.

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Revenue Management

Delete a Deposit

You can delete a deposit at any time, regardless of status. If you delete a deposit with linked payments, those

payments will be unlinked, but not deleted. Once a deposit is posted, however, it cannot be deleted.

To Delete a Deposit:

1. On the deposit record, click Delete deposit under Tasks on the explorer bar.

OR

2. On the bank account Register tab, select the row of the deposit transaction in the grid to delete.

3. Click Delete on the action bar.

Deposit Correction Tab

On the Deposit Corrections tab, you can add a correction to an existing deposit. You can add a correction so

that the deposit amount reflects the actual amount of cash taken in.

To view a deposit correction, select the correction in the Deposit corrections grid and click Go to deposit

correction on the action bar. The Deposit correction page displays where you can edit or delete the correction

and work with the Documentation and GL Distribution tabs.

To Add a Deposit Correction:

1. Open a deposit record.

2. Select the Deposit Corrections tab.

3. Click Add on the action bar.

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Revenue Management

4. In the Date field, select the date of the correction.

5. In the Correction type field, select the reason for the deposit correction.

6. In the Amount field, enter the amount of the correction.

7. In the Method field, select the payment method you want to correct.

8. In the Reference field, enter any additional text to explain the significance of the correction.

9. Click Save.

To Edit a Deposit Correction:



3. In the Correction type field, click the correct type to edit.

4. On the Tasks group on the explorer bar, select Edit deposit correction.

5. On the Edit deposit correction window, make the corrections.

6. Click Save.

To Delete a Deposit Correction:



3. In the Correction type field, click the correct type to delete.

4. In the Tasks group on the explorer bar, select Delete deposit correction.

5. Click Yes.

Link Payments to Deposits

Payments must be linked to a deposit before they can be posted.

Payments can be linked to deposits in several ways:

o Using the Payments tab of the deposit record

o Using the Link multiple payments task on the Treasury page

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Revenue Management

o Using the create deposits process

Link Payments

You can link multiple payments to a deposit via the Treasury page or via an unlocked deposit record.

To Link Payments to a Deposit:

1. On the navigation bar, click Treasury

2. In the Transaction task group, click

3. Complete the fields on the Link multiple payments window:

In the Deposit field, click the magnifying glass icon to search for and then select a deposit you want

to link the payments to.

Under Unlink payment filters, set filters to display only the payments you want to view. And then,

click Apply again to refresh the list of payments to include only those that meet the new filter

criteria.

o Use the Batch number filter to display payments from a particular batch. To locate an existing

batch, click the magnifying glass icon to access the Batch Search screen.

o Use the Application type filter to display payments by application type, such as Donation or

Matching gift.

o Use the Added by filter to display payments entered by a specific person.

o Select the date or date range to use to filter payments. When you select Specific date, use the

Start date and End date filters to display payments for a specific date range.

o In the Reference field, enter additional information as reference for this deposit.

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o In the Payment method field, select a payments method to display payments made with that

The Unlinked payments tab lists all the payments in the system that are not currently link to a

deposit.

The Linked payments tab lists the payments you intend to link to the deposit.

o On the Unlinked payments tab, use the Link Selected button to move payments from the

Unlinked payments grid to the Linked payments grid. You can use the Link All button to move all

payments to the Linked payments grid.

Additionally, on the Linked payments tab, Use the Unlink Selected button to remove payments

from the Linked payments grid. You can use the Unlink All button to remove all payments Click to

select the payments you want to link to the deposit and click the Link Selected button to move

the payments to the Linked payments tab.

4. Click Save.

The following table identifies the tabs available on the link payment screen and includes a description of each.

Unlink a Payment

You can unlink payments from deposits with an unlocked status that have not been posted. You cannot unlink

payments from deposits with a locked status, or if the associated bank account is closed.

To Unlink a Payment from a Deposit:

1. On the navigation bar, click Treasury.

2. In the Transaction task group, click Deposit Search.

3. Search and open the unlocked deposit record.

4. In the Payments grid, click the expand icon next to the payment or multiple payments you want to

unlink.

5. Click Unlink on the action bar.

6. Click Yes on the confirmation window.

Revenue History

A revenue record’s Revenue History page provides an audit trail of adjustments made to the revenue.

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Revenue Management

To Access a Revenue Record History:

1. Open the record of the payment to view the history for.

2. On the explorer bar, in the More information task group, click History.

Revenue Reports

Revenue reports help you evaluate the financial position of your organization.

Giving Detail Report

The Giving Detail report includes totals of revenue received within a date range for each designation. The data

included in the report depends on the parameters you select.

To Generate a Revenue Detail Report:


2. In the Reports task group, click

3. Click Include and select the records to include.

4. To only include revenue for a specific designation, search for a designation in the Designation field.

5. To only include revenue for a specific campaign, search for a campaign in the Campaign field.

6. To only include revenue for a specific appeal, search for an appeal in the Appeal field.

7. Enter the date range to view detailed revenue information for.

8. Click View report.

Adjusted Revenue Report

The Adjusted Revenue report provides information about the adjustments made to all posted revenue during

a specified period of time

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To Generate an Adjusted Revenue Report:


2. In the Reports task group, click.

3. In the Date field, select the date range.

4. Click View Report to generate and display the report.

Revenue Recognition Credit Report

The Revenue Recognition Credit Report allows you to make sure recognition credit has been associated with

revenue correctly.

To Generate a Revenue Recognition Credits Report:



3. In the Selected revenue frame, click Include and select the revenue records to include.

4. Click Include and select the constituent records to include.

5. Enter the date range to view detailed revenue information for.

6. To only include recognition for a specific appeal, search for an appeal in the Appeal field.

7. To only include a specific recognition type, select the type in the Recognition type field.

8. To only include recognition for a specific designation, search for a designation in the Designation field.

9. To only include recognition for a specific campaign, search for a campaign in the Campaign field.

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10. Click View Report.

Matching Gift Claim Summary Report

The Matching Gift (MG) Claim Summary report, displays information about a specific set of matching gift

claims, based on a query selection that you define.

To Run the Matching Gift Claim Summary Report:



3. In the Constituent query field, search for the query selection containing the records to include in the

report.

4. In the Date field, select the date range.

5. Click View Report.

Giving List Report

The Giving List report is a flexible tool that allows you to view revenue and other related information in many

different ways to best suit your needs

To Run the Giving List Report:



3. Click Summary Information at the top of the report to select the information to include.

4. Click Amount raised and Amount received to configure each option to include different types of

commitments and payments.

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