3rd Checks:
The purpose of 3rd checks is to ensure that data is entered accurately.
1st check: opening mail
2nd check: data entry
3rd check: double checking the data entry
2nd check: data entry
3rd check: double checking the data entry
The Third Check should be done directly after the 2nd check, before the batch is closed and thank you letters are generated.
Process:
- After data entry is completed for the day, the person data entering should place their finished envelopes in a box marked “To be 3rd checked”
- The person doing 3rd checks will grab the envelopes, keeping them organized by the date stamped on the envelope, and begin 3rd checks
- Login to donorperfect.net
- Search for the record by utilizing the name/address on the envelope
- Once opened, look for to ensure...
- The checks should be removed during the data entry process
- All processed credit card payments must have the credit card number blacked out with sharpie. If it is not blacked out, you should black it out yourself
- Find in Donor Perfect Main tab
- Does the name on the envelope match the name on the record
- Find in Donor Perfect Main tab
- Does the address on the envelope match the address on the record
- Were additional pieces of info such as address and phone # added into the record correctly?
- Check to make sure that all additional pieces of info were recorded
- Find in Donor Perfect Main tab
- Does the donor have the proper flags?
- i.e. all donors should have a MEM (member flag)
- If they have donated +$300 this year, they should have a MJD flag
- If it was an API payment, they should NOT have the MEM flag but instead have the API flag
- Find in Donor Perfect Gifts tab
- Find the gift entry that corresponds with the envelope that you are 3rd checking.
- Date of Gift
- Should match date stamped on envelope
- Amount of the Gift
- Should match amount written on envelope
- Should match code on envelope
- Should match payment type written on envelope
- If a check, should match check # written on envelope
- If not a check, should be blank
- Check that they have the proper TY letter.
- Find in Donor Perfect Contacts tab
- If the envelope contains a note or material requests, ensure that those notes have been included in the contacts tab.
- Checks are not still in the envelope
5. If you find any errors in the data entry…
7. Once you have completed the entire an entire day’s worth of 3rd checks, rubber band that particular day and place them in the box labeled “Current TY Completed 3rd checks”. So there will be multiple days worth of 3rd checks within the box, but only 3rd checks from our currently opened Thank You batch.
8. Once you complete the TY mailing for that particular batch, you will move the 3rd checks to an archive box. We archive by month - so each month/year will have it’s own box.
- Fix them if you are certain of the error
- Ask the person who data entered the piece for clarity
7. Once you have completed the entire an entire day’s worth of 3rd checks, rubber band that particular day and place them in the box labeled “Current TY Completed 3rd checks”. So there will be multiple days worth of 3rd checks within the box, but only 3rd checks from our currently opened Thank You batch.
8. Once you complete the TY mailing for that particular batch, you will move the 3rd checks to an archive box. We archive by month - so each month/year will have it’s own box.
Note:
Never 3rd check your own work - always 3rd check your co-workers’ data entry
(unless you are the sole person in the department, then you have no choice but to 3rd check your own work)
