Revision history for DataEntryManual
Additions:
01 - First gift/ renewal of the calendar year (current renewal date is 12/06/2017)
Deletions:
Additions:
6) Place the data entered and donation processed envelope in the "To be 3rd checked box." **All data entry needs to be 3rd checked**. See [[http://wiki.votesmart.org/3rdchecks 3rd Checks]] for more information
Deletions:
Additions:
6) Place the data entered and donation processed envelope in the "To be 3rd checked box." All data entry needs to be 3rd checked. See [[http://wiki.votesmart.org/3rdchecks 3rd Checks]] for more information
Additions:
!!**[[http://wiki.votesmart.org/CorrectnessofMemberInfo Check Correctness of Member Info]]**!!
Deletions:
Additions:
===Before adding a gift===
**[[http://wiki.votesmart.org/CorrectnessofMemberInfo Check Correctness of Member Info]]**!!
**[[http://wiki.votesmart.org/CorrectnessofMemberInfo Check Correctness of Member Info]]**!!
Deletions:
Additions:
===Before adding a gift: [[http://wiki.votesmart.org/CorrectnessofMemberInfo Check Correctness of Member Info]]===
Additions:
- If you have questions, including which solicitation code, sub-solicitation code, or thank you letter to use, ALWAYS ask the DevComm Director.
**Have a weird data entry/ donation situation? PLEASE visit [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual Donations you may receive]]**
**Have a weird data entry/ donation situation? PLEASE visit [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual Donations you may receive]]**
Deletions:
Additions:
ALWAYS leave the following fields blank when setting a default: Gift Amount, Check Number, and Fair Market Value(we don't use fair market value anyway).
Deletions:
Additions:
===Entering Donations into Donor Perfect===
===Adding a new donor===
===Adding a gift in Donor Perfect===
===After Adding the gift in Donor Perfect===
===Contact Notes===
===Things to Remember or Look for when Data Entering===
===Setting Defaults in Donor Perfect===
===Adding a new donor===
===Adding a gift in Donor Perfect===
===After Adding the gift in Donor Perfect===
===Contact Notes===
===Things to Remember or Look for when Data Entering===
===Setting Defaults in Donor Perfect===
Deletions:
===**Adding a new donor**===
===**Adding a gift in Donor Perfect**===
===**After Adding the gift in Donor Perfect**===
===**Contact Notes**===
===**Things to Remember or Look for when Data Entering**===
===**Setting Defaults in Donor Perfect**===
Additions:
=====**Data Entry in Donor Perfect**=====
===General Guidelines===
===Finding the member's record===
===**Adding a new donor**===
===**Adding a gift in Donor Perfect**===
===**After Adding the gift in Donor Perfect**===
===**Contact Notes**===
===**Things to Remember or Look for when Data Entering**===
===**Setting Defaults in Donor Perfect**===
===General Guidelines===
===Finding the member's record===
===**Adding a new donor**===
===**Adding a gift in Donor Perfect**===
===**After Adding the gift in Donor Perfect**===
===**Contact Notes**===
===**Things to Remember or Look for when Data Entering**===
===**Setting Defaults in Donor Perfect**===
Deletions:
===**General Guidelines**===
==**Finding the member's record**==
==**Adding a new donor**==
==**Adding a gift in Donor Perfect**==
==**After Adding the gift in Donor Perfect**==
==**Notes**==
==**Things to Remember or Look for when Data Entering**==
==**Setting Defaults in Donor Perfect**==
Additions:
- Watch out for requests for VSDM, brochures, AIR, or VIR information - these need to be put onto the materials request spreadsheet and handled! See [[http://wiki.votesmart.org/AppendixLMaterialRequests Material Requests]]
==**Setting Defaults in Donor Perfect**==
DonorPerfect gives us a great way to save time when doing data entry - setting defaults. DO NOT set defaults until you are trained in data entry and are entering 99.99% of your donations accurately.
You're choosing defaults that are going to be true for //most// contributions that you'll be entering. So, for example, not every contribution in the mail will be a check, but most will, so it's fine to set the default to check and change the default when something is not a check. Use your discretion for which defaults you should set- this will be based off of the current fundraiser you are most heavily receiving.
ALWAYS leave the following fields blank when setting a default: Gift Amount, Check Number, and Fair Market Value.
Not changing defaults is the most common cause for mistakes in Data Entry. Contributions are sorted by solicitation code, however, you need to make sure that your defaults still apply if you start data entering a different code.
==**Setting Defaults in Donor Perfect**==
DonorPerfect gives us a great way to save time when doing data entry - setting defaults. DO NOT set defaults until you are trained in data entry and are entering 99.99% of your donations accurately.
You're choosing defaults that are going to be true for //most// contributions that you'll be entering. So, for example, not every contribution in the mail will be a check, but most will, so it's fine to set the default to check and change the default when something is not a check. Use your discretion for which defaults you should set- this will be based off of the current fundraiser you are most heavily receiving.
ALWAYS leave the following fields blank when setting a default: Gift Amount, Check Number, and Fair Market Value.
Not changing defaults is the most common cause for mistakes in Data Entry. Contributions are sorted by solicitation code, however, you need to make sure that your defaults still apply if you start data entering a different code.
Deletions:
====Procedure====
===1. Set Defaults in Donor Perfect===
You're choosing defaults that are going to be true for //most// contributions that you'll be entering. So, for example, not every contribution in the mail will be a check, but most will, so it's fine to set the default to check.
- Sub-Solicitation = Set to R. More information can be found on [[SubSolicitationCodes Sub-Solicitation Codes]].
- Thank You # = If you click on the magnifying glass, a list pops up that will explain what each thank you # corresponds with. You should enter the thank you code that will be appropriate to whatever the majority of TY's will be. More information can be found on [[ThankYouCodes Thank You Codes]].
- Leave the following fields blank: Amount of Gift, Check Number, Bank Code, Gift Solicitor, Thank-You Date, Fair Market Value, and everything below "Fair Market Value"
Not changing defaults is the most common cause for mistakes in Data Entry. Contributions are sorted by solicitation code, however, you need to make sure that your defaults still apply. Just because a gift comes in a 6D envelope does not mean it is a 6D, sub solicitation is “R” or “TY” should be 01. Determine if it is their first gift of the year (R) by looking at their Gift History. Check that it is a 6D by checking that the insert matches the envelope, and, if they should receive a TY01.
Additions:
- Any notes that are in or on the envelope must be recorded in DonorPerfect under "Contacts"
- If a Major Donor sends us a note, forward it to Adelaide via both email and the weekly packet we send with her mail - she will write a PS with her MJD letters.
- If a Major Donor sends us a note, forward it to Adelaide via both email and the weekly packet we send with her mail - she will write a PS with her MJD letters.
Deletions:
- If a Major Donor sends us a note, forward it to Adelaide via both email and the weekly packet we send with her mail.
Additions:
- Any notes that are in or on the envelope must be recorded.
- Put positive notes into “Nice things that people say about VS” [[https://docs.google.com/spreadsheets/d/1vjwmaXdmeF8nPqk6zr-hLNThP8B6QXsz60xEYaEICV0/edit spreadsheet]]
- We want to address virtually all notes, no matter how minor. Most of these will get a P.S on the thank you letter, some will get a response from RK or AK, others will get a special letter. Make sure to save any sort of special notes that you will need to respond to during the thank you mailing
- If a Major Donor sends us a note, forward it to Adelaide via both email and the weekly packet we send with her mail.
- Put positive notes into “Nice things that people say about VS” [[https://docs.google.com/spreadsheets/d/1vjwmaXdmeF8nPqk6zr-hLNThP8B6QXsz60xEYaEICV0/edit spreadsheet]]
- We want to address virtually all notes, no matter how minor. Most of these will get a P.S on the thank you letter, some will get a response from RK or AK, others will get a special letter. Make sure to save any sort of special notes that you will need to respond to during the thank you mailing
- If a Major Donor sends us a note, forward it to Adelaide via both email and the weekly packet we send with her mail.
Deletions:
===3. Recording a Gift===
IMPORTANT!!! Ensure that your default settings (tools icon) are appropriate for your particular gift
(Failure to change default settings is one of the MOST common mistakes!!!)
iii. Most all other notes simply have “Note” though there may be more detail
x. ALL comments must be addressed. If ANYTHING has not been addressed set it aside and give the envelope to the Membership Director
Additions:
IMPORTANT: Ensure that your default settings (if they are set) are appropriate for your particular gift. Failure to change default settings is one of the MOST common mistakes!
**Entering donations into DonorPerfect is our “second check” after opening and recording the mail.**
**Entering donations into DonorPerfect is our “second check” after opening and recording the mail.**
Deletions:
d. Monthly or BiMonthly Contributor
i. Some individuals give a contribution monthly or every two weeks
ii. Every donation after the third (as long as it is not for a fundraiser) “Sub Solicitation” = D and “Thank You” is blank. Ex. January 5 an unsolicited donation of $10 is received, Sub = R, TY = 01. February 5 $10 unsolicited arrives, Sub = D, TY = 17, March 5 $10 arrives, Sub = D, TY = 21, July 1 $10 arrives “TY = ___. (Not 99, just leave blank)
e. Indicate the donor’s giving routine in the Narrative
12. What to do when “Do not Mail” is checked but no reason is given
a. Check the giving record to see if the member is inactive
i. If so, place INA in “Flags” and place “IA” in the “Reason” field.
b. If the member appears to be active (gave in the last five years) ask your Supervisor
Remember
All notes, requests & concerns must be addressed in some manner
c. Common Concerns, Comments or Requests (The appropriate code should be written on the address label to the left of “Project Vote Smart.”
iv. If the comment is addressed to Richard = Note for RK and the proper info
v. If the donation is for $300 or more = MJD
1. Ensure anyone who gives a cumulative $300 or more in a renewal cycle (typically Dec 1 to Nov 30) is Flagged “MJD” in addition to MEM
vi. Why are you not approved by the Better Business Bureau? = BBB
i. I want a VSDM or Reporter’s Source Book = ____Request
ii. Referring a friend = Ref
Additions:
- **Date of gift** - This is the date the gift was __received__ by DevComm
- **Payment Type**:
- **Gift Amount**
- **Reference / Check Number **
- **Solicitation**
- **Sub Solicitation**
- **Thank you letter**: Remember, no one should ever get the same thank you letter twice (except for 17).
- **Payment Type**:
- **Gift Amount**
- **Reference / Check Number **
- **Solicitation**
- **Sub Solicitation**
- **Thank you letter**: Remember, no one should ever get the same thank you letter twice (except for 17).
Deletions:
- Payment Type:
- Gift Amount
- Reference / Check Number
- Solicitation
- Sub Solicitation:
- Thank you letter: Remember, no one should ever get the same thank you letter twice (except for 17).
Additions:
- Thank you letter: Remember, no one should ever get the same thank you letter twice (except for 17).
- Press "save" or the gift will not be saved.
1) Double check your work
2) Write your initials and the date entered on the envelope.
3) Place all contents except the check or cash back in the envelope and place in your finished pile.
4) Place checks in the black bag in the safe, place cash in the brown bag in the safe.
5) If you have a credit card donation, process it in CyberSource.
- Notes from RK or AK must be data entered then given to either RK or AK See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]]
- Press "save" or the gift will not be saved.
1) Double check your work
2) Write your initials and the date entered on the envelope.
3) Place all contents except the check or cash back in the envelope and place in your finished pile.
4) Place checks in the black bag in the safe, place cash in the brown bag in the safe.
5) If you have a credit card donation, process it in CyberSource.
- Notes from RK or AK must be data entered then given to either RK or AK See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]]
Deletions:
1) Write your initials and the date entered on the envelope.
2) Place all contents except the check or cash back in the envelope and place in your finished pile.
3) Place checks in the black bag in the safe, place cash in the brown bag in the safe.
4) If you have a credit card donation, process it in CyberSource.
- Notes from RK or AK must be data entered then given to either RK or AK
- Double check your work, then write your initials and the date it was entered then place in the “To Be Third Checked” box.
iv. After entering the check information ensure that you have the correct date, general ledger, solicitation code, sub-solicitation and thank you (Remember your defaults) then press “Done”
vi. Write your initials and the date entered on the envelope. Place all contents except the check back in the envelope and place in your finished pile
11. What TY letter do I send?
a. In the gift screen, you may look at descriptions of all of the TYs by clicking on the magnifying glass icon next to the field. If you are still unsure, ask the Membership Director
b. Second Donation this year (non fundraiser)
i. If a member sends a donation after they have renewed for the year and the donation is NOT in response to a fundraiser, make “Sub Solicitation” = D and give “TY#17”
ii. If a member’s first donation for the year was in response to a fundraiser, then they gave a “second gift”, this is a renewal and gets TY01.
iii. Basically you should NEVER take into account fundraisers when looking at the TY01 vs 17 vs 21 letters for a gift.
1. Ex: If someone gives to two fundraisers then gives a third gift, this third gift gets TY01 because the language of the fundraisers says nothing about renewing.
c. Third Donation (non fundraiser)
i. “TY#21”
Additions:
==**Adding a gift in Donor Perfect**==
==**After Adding the gift in Donor Perfect**==
==**After Adding the gift in Donor Perfect**==
Deletions:
==**After Adding the gift in DonorPerfect**==
Additions:
1) Write your initials and the date entered on the envelope.
2) Place all contents except the check or cash back in the envelope and place in your finished pile.
3) Place checks in the black bag in the safe, place cash in the brown bag in the safe.
4) If you have a credit card donation, process it in CyberSource.
- Print out a receipt when it is processed.
- **Make sure to black out all credit card info, including expiration date**!!! It is a HUGE liability for us to keep this information. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and thousands of donations had to be gone through to destroy the credit card info.
2) Place all contents except the check or cash back in the envelope and place in your finished pile.
3) Place checks in the black bag in the safe, place cash in the brown bag in the safe.
4) If you have a credit card donation, process it in CyberSource.
- Print out a receipt when it is processed.
- **Make sure to black out all credit card info, including expiration date**!!! It is a HUGE liability for us to keep this information. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and thousands of donations had to be gone through to destroy the credit card info.
Deletions:
v. Watch the sub-solicitation
1. All Fundraisers, including first gifts for this year, are “F”
2. New Members = “N”
3. First gift of the renewal cycle (non fundraiser) = “R”
4. All gifts that are not a first gift, new member, or fundraiser = “D”
Additions:
- ACH payments, ie. an automatic transfer of funds into our bank account. See [[http://wiki.votesmart.org/ACH ACH Payments]]
- Used when we give freebies. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]]
- We are notified of stock donations via an email to membership@ from our Stock Brokers. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]]
- Used when we give freebies. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]]
- We are notified of stock donations via an email to membership@ from our Stock Brokers. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]]
Deletions:
- Used when we give freebies. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- We are notified of stock donations via an email to membership@ from our Stock Brokers. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
Additions:
- Located in the top right hand corner of a check; also the last grouping of numbers at the bottom of a check
- Checks deposited in Tucson will have an "AZ" added in front of the check. Ex: AZ1234
- Thank you letter:
01 - First gift/ renewal of the calendar year
08 - New Member
17 - Second or more gift of current calendar year
19 - Memorial Giver
20 - Memorial gift family notification
API - API subscription thank you
DT- Do Not Thank
45 - Matching gift TY
16 - Gift Membership TY
RNXX - Thank you letter for most recent fundraiser
- If you have questions, including which solicitation code, sub-solicitation code, or thank you letter to use, ALWAYS ask the DevComm Director.
==**After Adding the gift in DonorPerfect**==
- Checks deposited in Tucson will have an "AZ" added in front of the check. Ex: AZ1234
- Thank you letter:
01 - First gift/ renewal of the calendar year
08 - New Member
17 - Second or more gift of current calendar year
19 - Memorial Giver
20 - Memorial gift family notification
API - API subscription thank you
DT- Do Not Thank
45 - Matching gift TY
16 - Gift Membership TY
RNXX - Thank you letter for most recent fundraiser
- If you have questions, including which solicitation code, sub-solicitation code, or thank you letter to use, ALWAYS ask the DevComm Director.
==**After Adding the gift in DonorPerfect**==
Deletions:
- located in the top right hand corner of a check; also the last grouping of numbers at the bottom of a check
Once you have found a member's record, use the following procedure to enter a gift:
1)
ii. Enter the amount of the check (Donor Perfect will add “.00” automatically), the check number (typically in the top right corner -- Include ALL zeros in the check number. Ex check number 0000687). Checks deposited in Tucson should have the letters “AZ” prepended to the check number to make it clear that they were deposited in Arizona (for example, #AZ1234).
iii. On the back of some envelope inserts members are given the opportunity to earmark their funds. If the member chooses to earmark their funds, choose the specified program from the “General Ledger” field
1. See FAQs for what to do if more than one earmark box is checked /splitting a gift
Additions:
- Should be stamped on the envelopes as part of opening the mail procedures
- Bank Draft EFT
- ACH payments, ie. an automatic transfer of funds into our bank account
- Check
- Checks deposited in Tucson will have an "AZ" added in front of the check #
- Freebie
- Used when we give freebies. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- Stock
- We are notified of stock donations via an email to membership@ from our Stock Brokers. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- Reference / Check Number
- located in the top right hand corner of a check; also the last grouping of numbers at the bottom of a check
- Solicitation
- The cause of the donation- usually the number in the bottom left hand corner of a remit envelope. See [[http://wiki.votesmart.org/SolicitationCodes Solicitation Codes]] for more info
- Sub Solicitation:
R - Existing members first gift of current calendar year
D - Second or more gift of current calendar year
N - New Members
API - API Payment
- Bank Draft EFT
- ACH payments, ie. an automatic transfer of funds into our bank account
- Check
- Checks deposited in Tucson will have an "AZ" added in front of the check #
- Freebie
- Used when we give freebies. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- Stock
- We are notified of stock donations via an email to membership@ from our Stock Brokers. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- Reference / Check Number
- located in the top right hand corner of a check; also the last grouping of numbers at the bottom of a check
- Solicitation
- The cause of the donation- usually the number in the bottom left hand corner of a remit envelope. See [[http://wiki.votesmart.org/SolicitationCodes Solicitation Codes]] for more info
- Sub Solicitation:
R - Existing members first gift of current calendar year
D - Second or more gift of current calendar year
N - New Members
API - API Payment
Deletions:
- Check (Checks deposited in Tucson will have an "AZ" added in front of the check #
- Freebie (payment type for when we give freebie donations. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- Stock (We are notified of stock donations via an email to membership@ from our Stock Brokers. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- Reference / Check Number (located in the top right hand corner of a check)
- Solicitation - The cause of the donation- see [[http://wiki.votesmart.org/SolicitationCodes Solicitation Codes]] for more info
-
Set defaults by clicking the Utilities icon on your tool bar and selecting Set Deposits.
1) Select Gifts
1) On the next screen set the fields that won't change in the stack of mail you’re entering.
- Date of Gift = the date received (should be stamped on the envelopes as part of opening the mail procedures)
- General Ledger = Set to ‘General Support’.
- Solicitation = The code in the lower left corner of envelopes with our logo on the outside. If it is not a PVS envelope, choose UNSXX (Unsolicited Member Donation, 20XX)
- Type of Gift = Okay to set as check, just don't forget to change this field for a credit card, cash, or check. Do not enter a credit card as ‘Credit Card - Insta-Charge’
Additions:
- Check (Checks deposited in Tucson will have an "AZ" added in front of the check #
- Gift Amount
- Reference / Check Number (located in the top right hand corner of a check)
- Solicitation - The cause of the donation- see [[http://wiki.votesmart.org/SolicitationCodes Solicitation Codes]] for more info
-
1)
- Gift Amount
- Reference / Check Number (located in the top right hand corner of a check)
- Solicitation - The cause of the donation- see [[http://wiki.votesmart.org/SolicitationCodes Solicitation Codes]] for more info
-
1)
Deletions:
1) Click on the “Gift” tab to enter the Gift screen (hotkey: alt-g)
a. The donor’s giving record will appear on the screen (hotkey: alt-a)
2) Use the Mouse to press “Add” on the bottom of the Gift screen
a. If you have a Check (A majority of our donations)
i. Use the Tab button on the Keyboard to quickly move between fields
1. DO NOT use your mouse, it will cause errors
Additions:
- Because abbreviations of streets are not consistent, avoid including these in your search. Search for 123 Anywhere, not 123 Anywhere Street.
==**Adding a gift in DonorPerfect**==
- At this point, you should have the envelope or spreadsheet with the gift in front of you, and be in the correct donor's record.
- Select the top "gift" tab and then click "add gift"
- Enter in the following pieces of information:
- Date of gift - This is the date the gift was __received__ by DevComm
- Payment Type:
- American Express
- Bank Draft EFT (ACH payments, ie. an automatic transfer of funds into our bank account)
- Cash
- Check
- Discover
- Freebie (payment type for when we give freebie donations. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- MasterCard
- Stock (We are notified of stock donations via an email to membership@ from our Stock Brokers. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- Visa
==**Adding a gift in DonorPerfect**==
- At this point, you should have the envelope or spreadsheet with the gift in front of you, and be in the correct donor's record.
- Select the top "gift" tab and then click "add gift"
- Enter in the following pieces of information:
- Date of gift - This is the date the gift was __received__ by DevComm
- Payment Type:
- American Express
- Bank Draft EFT (ACH payments, ie. an automatic transfer of funds into our bank account)
- Cash
- Check
- Discover
- Freebie (payment type for when we give freebie donations. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- MasterCard
- Stock (We are notified of stock donations via an email to membership@ from our Stock Brokers. See [[http://wiki.votesmart.org/MiscellaneousPoliciesandPractices Unusual gifts]] for more info)
- Visa
Deletions:
Additions:
==**Finding the member's record**==
==**Adding a new donor**==
==**Adding a new donor**==
Deletions:
==**Adding a new donor:**==
Deletions:
a. If the envelope or insert contains individuals with separate last names, we need to figure out if the gift is from both individuals, or just one of them
b. If the gift is coming from both individuals - i.e. both names are written on reply card, both names on return address-
i. The records MUST be cross-referenced. Place one name in the “First Name” and “Last Name” fields (typically the person signing the check). Add the 2nd individuals name to the optional line (ex “Frank Allen”), click the cross-reference button on your toolbar, answer “no it is not an organizational name,” and the cross-reference will be created)
ii. Make sure that both individuals are addressed in the salutation. For example, Dear = Jane & Frank
c. If it does not look as though both people are active members, make sure the record only lists the actual contributor. Place the other person’s name in the narrative with a brief explanation so that it will not be questioned later. If the non-member’s name is listed in the optional line, delete it. Also delete the cross-reference from the “address” tab.
f. Phone, e-mail and fax information
a. Click on the Telephone Icon or Press Ctrl T to check phone, e-mail and fax numbers
b. To enter a phone number use the mouse to check “Mask?” before entering the numbers
i. You must indicate “Phone Type” in order to exit this screen
c. Please remember to check the phone information. We need to update emails frequently so we do not get a lot of failed emails.
ii. The Member requests information on Volunteering = MII
iii. Information for student internships = NII
Some examples:
iv. I already renewed = Note
v. Request to be removed = Req to be removed
vi. Positive Comment for Richard or Staff = Pos Note
vii. Negative Comment = Neg Note
viii. Apology for giving a small contribution, fixed income, we are retired, health concerns, etc. = “Too little”
ix. Suggestion = Suggestion; Question = Question, etc.
See the document
“Thank_You_Policy_Update_Erin” for more details
Deletions:
===4. Checking Correctness of Members' Information===
Check all Member information for correctness
a. Hierarchy of Information
i. When inconsistencies arise between information on the insert, envelope and check:
1. Information supplied on the insert is the primary source. Address return labels are secondary and checks are a last resort
2. Check the Narrative for clues or information
3. If your actions are questionable (if someone opening up this record without the envelope and/or check in front of them will be confused), explain your actions in the narrative
c. Explanation of Salutation Policy (Name, Title and Dear)
ii. IMPORTANT - Only change the Name, Title or Dear fields according to the Salutation Policy and after consulting the narrative
iii. Only the primary member is to be addressed in the “Last Name” and “First Name” fields
1. We seldom place “John & Jane” in the “First Name” field because “First Name” is singular.
2. “Dear” needs to refer to the donor or donors by first name, unless otherwise noted in the narrative.
iv. How to determine primary member? **Remember the hierarchy of information**
1. Typically the individual who signs the check or credit card is the Primary Donor
2. If both spouses names are written on the insert, both appear on the address return label, or one spouse signs the check while another appears on the insert or label, then address both in the “Title” and “Dear” fields.
Examples: Address label is “Mr John Smith”, Insert says “Jane Smith” and the check is signed by “Jane”, then “Title” = Mrs, “Dear” = “Jane”
3. Check the narrative
Most people are not too picky, but some people are extremely picky, so we walk a fine line.
v. A spouse, whether active or not, should be placed in the “Spouse” field.
1. Inactive spouses, not on insert or label, should not be addressed. Ex: Ms Jane Smith is on the label, insert and signs the check but she shares an account with John Smith. Title = Ms, Dear = Jane and John is placed in Spouse.
vi. Never do the Following
1. Mr & Mrs Janet Smith
a. In 99.9% of cases, the preceding salutation is grammatically and legally incorrect. It also upsets people.
e. Address Abbreviation Policy
a. All address details should be abbreviated. Including PO Box (Not Post Office Box)
b. Check confusing addresses at USPS.com. Also check for the proper way to title something (Apt vs # vs Building, etc)
c. If a member explicitly states that they wish for us to spell out their full address (yes, this has happened,) do as directed by the member and place a note in the narrative.
d. NEVER use periods in any field. Including “address”, “title”, “salutation”, etc. If there are periods anywhere in the record, please delete them.
**If you are unsure about anything ask your Membership Department Supervisor**
10. Different last names provided on the same contribution
a. If the gift is coming from both individuals - i.e. both names are written on reply card, both names on return address -
i. The records MUST be cross-referenced. Add the 2ndindividuals name in the optional line (include their title if they have one), click the cross-reference button on your toolbar (answer “no it is not an organizational name”, and the cross-reference will be created
ii. Make sure that both individuals are addressed in the salutation. For example, Dear John & Jane
Example: Insert says “Smith/Johnson” and the check has “John Smith” as well as “Betty Johnson” as authorized agents on the account. “First Name” = John, “Last Name” = Smith, “Title” = Mr, “Optional Line” = Ms Betty Johnson” Salutaion = “John & Betty”
b. If it does not look as though both people are active members, make sure the record only lists the active member, and put the non-active name in the narrative so that it will not be questioned later
Additions:
- Salutation Policy (see [[http://wiki.votesmart.org/CorrectnessofMemberInfo Correctness of Member Info]] for more details)
Deletions:
Additions:
- Salutation Policy (see [[http://wiki.votesmart.org/CorrectnessofMemberInfo Correctness of Member Info]] for more details]]
Deletions:
Additions:
==**Things to Remember or Look for when Data Entering**==
- Positive notes from Members
- Put positive notes into “Nice things that people say about VS” spreadsheet
- We want to address virtually all notes, no matter how minor. Most of these will get a ps on the thank you letter, others will get a special letter. Make sure to save any sort of special notes that you will need to respond to during the thank you mailing
- Salutation Policy
- Use first names when you can, unless the donor requests otherwise. Nicknames belong in the salutation box, full names belong in the “first name” and “last name” boxes
- Watch out for requests for VSDM, brochures, AIR, or VIR information - these need to be put onto the materials request spreadsheet and handled!
- Please remember to sort, stamp and rubber band all mail that arrives. Keep the mail bound with rubber bands when you put it in safe so it does not get lost.
- Positive notes from Members
- Put positive notes into “Nice things that people say about VS” spreadsheet
- We want to address virtually all notes, no matter how minor. Most of these will get a ps on the thank you letter, others will get a special letter. Make sure to save any sort of special notes that you will need to respond to during the thank you mailing
- Salutation Policy
- Use first names when you can, unless the donor requests otherwise. Nicknames belong in the salutation box, full names belong in the “first name” and “last name” boxes
- Watch out for requests for VSDM, brochures, AIR, or VIR information - these need to be put onto the materials request spreadsheet and handled!
- Please remember to sort, stamp and rubber band all mail that arrives. Keep the mail bound with rubber bands when you put it in safe so it does not get lost.
Additions:
- MAKE SURE YOU ADD THE MEM FLAG - if they do not have the MEM flag they will not get mailed.
Deletions:
Additions:
**If you cannot find the donor after doing all of the steps above, you can create a new donor page. **
Deletions:
Additions:
- Keep in mind that a wife may be under her husband's name.
Deletions:
Additions:
**If there is no record for the person you are looking for:**
- Note: you can search by phone # and email address. Most useful for when an unsigned email comes into membership@.
- The person MUST be a member if we mailed them, unless it was a prospecting mailing. If they are returning a mailing to our current members, then they are in the database somewhere. You should open the mailing file for that mailing and try to search for them in there.
If you cannot find the person even after doing all of the steps above, you can create a new donor page.
- Note: you can search by phone # and email address. Most useful for when an unsigned email comes into membership@.
- The person MUST be a member if we mailed them, unless it was a prospecting mailing. If they are returning a mailing to our current members, then they are in the database somewhere. You should open the mailing file for that mailing and try to search for them in there.
If you cannot find the person even after doing all of the steps above, you can create a new donor page.
Deletions:
If there is no record for the person you are looking for:
- If you cannot find the person even after doing a more thorough search, you can create a new donor page.
- Please note that the person MUST be a member if we mailed them, unless it was a prospecting mailing. If they are returning a mailing to our current members, then they are in the database somewhere.
Additions:
Note: you can search by phone # and email address. Most useful for when an unsigned email comes into membership@.
Deletions:
==Searching by last name:==
This is the simplest way to find members, and the way that you will use the most. It's pretty straight forward: enter the last name in the primary field. Last name is most useful for members with unique last names (Kierznowski, Kietzmann, Smithenbabcock, etc) and less useful for the Smith's, Weiss's, and Brown's of the world. You can include a first initial and/or a state to narrow down results further, but remember that there is a chance that a member could be under their spouse's first name, or under a different version of their own first name. If that is the case, you will have to search by address.
==Searching by address==
Searches by street address. Typically, you only wnat to enter road number -- so instead of searching for 2235 Anywhere St, just enter 2235. If the number is fairly short, consider including a state as well. Because abbreviations of street, road, etc are not consistent, avoid including these. That is to say, search for 123 Anywhere, not 123 Anywhere Street.
==Searching by phone==
You can search by both phone number and email address. Phone numbers must be in the format (XXX)XXX-XXXX. Most useful for when an unsigned email comes into the membership@ account.
Once you have found the record, you can select it using the arrow keys and the enter button or with the mouse.
Additions:
If there is no record for the person you are looking for:
Deletions:
No Differences
Additions:
- **Search for the person using their address**, using the top search bar.
Deletions:
Additions:
- Click on “advanced search” and fill in different search parameters to try and find the person.
- Keep in mind that a wife may be under her husband's name.
- Keep in mind that a wife may be under her husband's name.
Deletions:
- Keep in mind that a wife may be under her husband's name
Additions:
- DP will return every record that contains the entered characters in order from left to right. Say you're searching by last name: if you enter "Smith", it will return all of the "Smith"s, "Smithies," "Smithers", etc.However, if you enter "Smithe", it will not return any of the "Smith"'s. This means that you want to enter as little in each of the fields as will return a unique result.
Deletions:
Additions:
- Because abbreviations of street, road, etc are not consistent, avoid including these. Search for 123 Anywhere, not 123 Anywhere Street.
Deletions:
Additions:
**If there is no record for the person you are looking for:**
- Click on “advanced search” and fill in different search parameters to try and find the person
- Keep in mind that a wife may be under her husband's name
- Click on “advanced search” and fill in different search parameters to try and find the person
- Keep in mind that a wife may be under her husband's name
Deletions:
Additions:
- Fill in as much information as possible, ACCURATELY, including their gift, then click save.
- MAKE SURE YOU ADD THE MEM FLAG
- MAKE SURE YOU ADD THE MEM FLAG
Deletions:
- Then click the tab above the “save” bar that says “Add New Gift”
- Fill out the appropriate information
- If you were able to find the person by searching them click on the “Add New Gift” tab
- Fill out the page with the correct information and press save
Additions:
===**General Guidelines**===
===**Entering Donations into Donor Perfect**===
==**Finding the person's record:**==
- Look up the person on the envelope using the search bar - **search using the person’s address**
- This is to make sure their address is up to date. If you can’t find them by searching for the address, then their address has probably changed. We want to identify changes in address so that we don't lose those members.
- Because abbreviations of street, road, etc are not consistent, avoid including these. That is to say, search for 123 Anywhere, not 123 Anywhere Street.
- You can also search by a User ID to find a member.
==**Adding a new donor:**==
==**Notes**==
===**Entering Donations into Donor Perfect**===
==**Finding the person's record:**==
- Look up the person on the envelope using the search bar - **search using the person’s address**
- This is to make sure their address is up to date. If you can’t find them by searching for the address, then their address has probably changed. We want to identify changes in address so that we don't lose those members.
- Because abbreviations of street, road, etc are not consistent, avoid including these. That is to say, search for 123 Anywhere, not 123 Anywhere Street.
- You can also search by a User ID to find a member.
==**Adding a new donor:**==
==**Notes**==
Deletions:
==**Entering Donations into Donor Perfect**==
**
Finding the person's record:**
- Look up the person on the envelope using the search bar - search for the person’s address to make sure their address is up to date. If you can’t find them by searching for the address, then their address has probably changed.
**Adding a new donor:**
**Notes**
==Searching by user ID number:==
This is certainly the easiest and most foolproof way to find a member. When possible, for example on most renewal mailings, use the member's id # to look them up. Simply type the member's id number (found on the outside of the remit envelope or on the remit slip) into the primary field and press enter. This will bring you directly to the user's record. Any input in the secondary fields will be ignored.
==Searching by optional line==
I have never done this, and neither will you.
Additions:
- Make sure you are paying attention to detail and not leaving anything unfinished. DO NOT put unfinished things inside of your desk, in the safe, etc. Finish them and file them accordingly.
Deletions:
Deletions:
Additions:
- The basic principle: DP will return every record that contains the entered characters in order from left to right. Say you're searching by last name: if you enter "Smith", it will return all of the "Smith"s, followed by the "Smithies" and the "Smithers" and the "Smithenbabcocks" and all of that. However, if you enter "Smithe", it will not return any of the "Smith"'s. This means that you want to enter as little in each of the fields as will return a unique result.
- You would **not** want to enter a search query for:
Last Name: Smith
First Name: Joseph
City: Saint Louis
State: MO
- Try Instead:
Last Name: Smith
First Name: J
City:
State: MO
- Why? Imagine that in our records, Joseph is actually Joe Smith, and the city is entered as St. Louis -- the search described above would not return Mr. Smith's record.
- You would **not** want to enter a search query for:
Last Name: Smith
First Name: Joseph
City: Saint Louis
State: MO
- Try Instead:
Last Name: Smith
First Name: J
City:
State: MO
- Why? Imagine that in our records, Joseph is actually Joe Smith, and the city is entered as St. Louis -- the search described above would not return Mr. Smith's record.
Deletions:
Last Name: Smith
First Name: Joseph
City: Saint Louis
State: MO
Why not? Imagine that in our records, Joseph is actually Joe Smith, and the city is entered as St. Louis -- the search described above would not return Mr. Smith's record. Instead, you should search for something like:
Last Name: Smith
First Name: J
City:
State: MO
Additions:
- The basic principle: DP will return every record that contains the entered characters in order from left to right. Say you're searching by last name: if you enter "Smith", it will return all of the "Smith"s, followed by the "Smithies" and the "Smithers" and the "Smithenbabcocks" and all of that. However, if you enter "Smithe", it will not return any of the "Smith"'s. This means that you want to enter as little in each of the fields as will return a unique result. Say you're searching for Joseph Smith of Saint Louis, Missouri. You would not want to enter a search query for:
Last Name: Smith
First Name: Joseph
City: Saint Louis
State: MO
Why not? Imagine that in our records, Joseph is actually Joe Smith, and the city is entered as St. Louis -- the search described above would not return Mr. Smith's record. Instead, you should search for something like:
Last Name: Smith
First Name: J
City:
State: MO
Last Name: Smith
First Name: Joseph
City: Saint Louis
State: MO
Why not? Imagine that in our records, Joseph is actually Joe Smith, and the city is entered as St. Louis -- the search described above would not return Mr. Smith's record. Instead, you should search for something like:
Last Name: Smith
First Name: J
City:
State: MO
Deletions:
===2. Searching for a Member's Record===
The basic principle: DP will return every record that contains the entered characters in order from left to right. Say you're searching by last name: if you enter "Smith", it will return all of the "Smith"s, followed by the "Smithies" and the "Smithers" and the "Smithenbabcocks" and all of that. However, if you enter "Smithe", it will not return any of the "Smith"'s. This means that you want to enter as little in each of the fields as will return a unique result. Say you're searching for Joseph Smith of Saint Louis, Missouri. You would not want to enter a search query for:
Last Name: Smith
First Name: Joseph
City: Saint Louis
State: MO
Why not? Imagine that in our records, Joseph is actually Joe Smith, and the city is entered as St. Louis -- the search described above would not return Mr. Smith's record. Instead, you should search for something like:
Last Name: Smith
First Name: J
City:
State: MO
Savvy? Use the least restrictive search that you think will return the record you're looking for.
Also, a brief note: do not leave the primary field blank. If a search query is entered with nothing in the primary field, it will take a very long time, and may crash DP. If you're tempted to enter a search with a blank primary field, consider another way of searching, such as with a different selection in the dropdown box or using membership listings [[link]].
Additions:
To encourage accuracy, we have a few policies intended to reduce mistakes:
- Take a 5 minute break away from your computer every hour of data-entry.
- Make sure you are paying attention to detail and not leaving anything unfinished.
- Every member letter needs to be addressed.
- Take a 5 minute break away from your computer every hour of data-entry.
- Make sure you are paying attention to detail and not leaving anything unfinished.
- Every member letter needs to be addressed.
Deletions:
- Take at least a five-minute break (away from your computer) every 45 minutes of data-entry.
- Make sure you are paying attention to detail and not leaving anything unfinished.
Additions:
*Starting with F2-08, we instituted a new policy regarding the return cards since our archives previously had a HUGE credit card liability issue. From now on, after processing the credit card transaction **ALWAYS** shred or black out the credit card number, expiration date, and any other secure information from the remit form. Previously, we had approximately a decade's worth of boxes containing people's credit card information. These old archives have been destroyed and everything from the year 2006 to 2008 has been gone through, organized by date and solicitation code, and had any credit card information blacked out.
Additions:
==**Entering Donations into Donor Perfect**==
Before you start the data entry, make sure there is a full name (as much as you can find) and a full address on the front of the envelope. Every envelope should have these pieces of information. Any extra information (email addresses, phone numbers) should also be written on on the front of the envelope, to make sure it is added into the record and 3rd checked.
Entering donations into DonorPerfect is our “second check” after opening and recording the mail.
**
Finding the person's record:**
- Log into donorperfect.net using your login information.
- Look up the person on the envelope using the search bar - search for the person’s address to make sure their address is up to date. If you can’t find them by searching for the address, then their address has probably changed.
- If there is no record for them make sure to click on “advanced search” and fill in different search parameters to try and find the person
- Ex. looking up the Last Name and State fields
- If you cannot find the person even after doing a more thorough search, you can create a new donor page.
- Please note that the person MUST be a member if we mailed them, unless it was a prospecting mailing. If they are returning a mailing to our current members, then they are in the database somewhere.
**Adding a new donor:**
- Near the top of the page there is a button called “Add New”
- Hover over it and click on the tab that says “Individual”
- Fill in as much information as possible then click save
- Then click the tab above the “save” bar that says “Add New Gift”
- Fill out the appropriate information
- If you were able to find the person by searching them click on the “Add New Gift” tab
- Fill out the page with the correct information and press save
**Notes**
- Any notes that are in or on the envelope must be recorded.
- Notes from RK or AK must be data entered then given to either RK or AK
- To enter a note:
- Click on the “Contacts” tab then click “Create New Contact”
- Fill out the appropriate fields and enter the note
- If the note is very long, you can paraphrase it
- Click “Save” and make sure the note has been saved.
- Double check your work, then write your initials and the date it was entered then place in the “To Be Third Checked” box.
Before you start the data entry, make sure there is a full name (as much as you can find) and a full address on the front of the envelope. Every envelope should have these pieces of information. Any extra information (email addresses, phone numbers) should also be written on on the front of the envelope, to make sure it is added into the record and 3rd checked.
Entering donations into DonorPerfect is our “second check” after opening and recording the mail.
**
Finding the person's record:**
- Log into donorperfect.net using your login information.
- Look up the person on the envelope using the search bar - search for the person’s address to make sure their address is up to date. If you can’t find them by searching for the address, then their address has probably changed.
- If there is no record for them make sure to click on “advanced search” and fill in different search parameters to try and find the person
- Ex. looking up the Last Name and State fields
- If you cannot find the person even after doing a more thorough search, you can create a new donor page.
- Please note that the person MUST be a member if we mailed them, unless it was a prospecting mailing. If they are returning a mailing to our current members, then they are in the database somewhere.
**Adding a new donor:**
- Near the top of the page there is a button called “Add New”
- Hover over it and click on the tab that says “Individual”
- Fill in as much information as possible then click save
- Then click the tab above the “save” bar that says “Add New Gift”
- Fill out the appropriate information
- If you were able to find the person by searching them click on the “Add New Gift” tab
- Fill out the page with the correct information and press save
**Notes**
- Any notes that are in or on the envelope must be recorded.
- Notes from RK or AK must be data entered then given to either RK or AK
- To enter a note:
- Click on the “Contacts” tab then click “Create New Contact”
- Fill out the appropriate fields and enter the note
- If the note is very long, you can paraphrase it
- Click “Save” and make sure the note has been saved.
- Double check your work, then write your initials and the date it was entered then place in the “To Be Third Checked” box.
Deletions:
Additions:
Accurate data entry is vital to the existence of Vote Smart. It is through the membership department that Vote Smart's income flows. Much of the mail that goes out to members is sent as bulk mail which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will lose contact with this member. If a member's name is misspelled, we are risking offending a member or losing them. If we ignore a request or question from a member, they may choose to no longer support our work because we came off as rude.
Deletions:
Additions:
==**General Guidelines**==
Deletions:
Additions:
Accurate data entry is vital to the existence of Vote Smart. It is through this department that Vote Smart's income flows. Much of the mail that goes out to members is sent as bulk mail which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will lose contact with this member. If a member's name is misspelled, we are risking offending a member or losing them. If we ignore a request or question from a member, they may choose to no longer support our work because we came off as rude.
Deletions:
Additions:
>>{{{toc}}}>>
===**General Guidelines**===
Accurate data entry is vital to the existence of Vote Smart. It is through this department that Vote Smart's income flows. Much of the mail that goes out to members is sent as bulk mail which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will likely lose contact with this member. Entering a New Member should be done very carefully and double checked. If a member's name is misspelled or any other typo is accidentally entered in a name, we are risking offending a member or losing them by appearing unprofessional. If we ignore a request or question from a member, they may choose to no longer support our work because we came off as disorganized and/or rude.
To encourage accuracy, we have a few policies intended to reduce mistakes, and to increase the probability of us finding a mistake after it has occurred.
- Take your time. Your goal is not to maximize speed, but to minimize errors.
- Take at least a five-minute break (away from your computer) every 45 minutes of data-entry.
- Never delete a record. No one has authority to delete a record unless directed to do so by RK.
- Make sure you are paying attention to detail and not leaving anything unfinished.
===**General Guidelines**===
Accurate data entry is vital to the existence of Vote Smart. It is through this department that Vote Smart's income flows. Much of the mail that goes out to members is sent as bulk mail which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will likely lose contact with this member. Entering a New Member should be done very carefully and double checked. If a member's name is misspelled or any other typo is accidentally entered in a name, we are risking offending a member or losing them by appearing unprofessional. If we ignore a request or question from a member, they may choose to no longer support our work because we came off as disorganized and/or rude.
To encourage accuracy, we have a few policies intended to reduce mistakes, and to increase the probability of us finding a mistake after it has occurred.
- Take your time. Your goal is not to maximize speed, but to minimize errors.
- Take at least a five-minute break (away from your computer) every 45 minutes of data-entry.
- Never delete a record. No one has authority to delete a record unless directed to do so by RK.
- Make sure you are paying attention to detail and not leaving anything unfinished.
Deletions:
>>{{{toc levels="h3,h4,h5"}}}>>
====General Guidelines====
Proper Membership Department Data Entry is vital to the existence of Project Vote Smart. It is through this department that the majority of Vote Smart's income flows. Much of the mail that goes out to members is sent as bulk mail which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will likely lose contact with this member. Entering a New Member should be done very carefully and double checked. If a member's name is misspelled or any other typo is accidentally entered in a name, we are risking offending a member or losing them by appearing unprofessional. If we ignore a request or question from a member, they may choose to no longer support our work because we came off as disorganized and/or rude.
When doing data entry you must ensure that you make few mistakes. To encourage accuracy, we have a few policies intended to reduce the probability of making a mistake in the first place, and to increase the probability of us finding this mistake after it has occurred.
- Take your time. Your goal is not to maximize speed, but to minimize errors. Haste makes waste.
- Take at least a five-minute break (away from your computer) every 45 minutes of data-entry. This is not an option; it is a requirement.
- Never delete a record. No one has authority to delete a record unless directed to do so by the Project’s President.
- We double and even triple check data entry. When you do make a mistake we are very likely to find it on our checking procedures.
This guide assumes that mail has been processed as per the instructions for [[IncomingMembershipMail incoming membership mail]].
3) How to enter a credit card
First, enter the contribution in CyberSource. Follow the process outlined above for checks, but do not enter a check number, and make the payment type the appropriate CC type.
5. How to enter an anonymous donation
a. If there is absolutely no indication of where the gift came from - no return address, cash donation, etc., donation should be entered under anonymous at our address in MT.
b. Search for “Anonymous” in the Last Name line
i. Use “Mister Anonymous” because “John Doe Anonymous” is so large as to be too slow and error prone
c. Fill in the appropriate gift information and enter DT as the thank you
d. Write “Anonymous” on the Envelope
6. How to give freebie renewals
a. If a member expresses that they cannot contribute at this time, due to financial or other reasons, a freebie renewal is given.
**Members are also told “to return this insert without any writing, just to let us know you are still there” so if you get an insert that is completely blank or only has contact information written on it and has no check or cash, give a freebie.**
b. Leave “Amount of Gift” at $0
c. Change “Type of Gift” to freebie
d. Change “TY” to DT
===5. Batch Updates===
7. All envelopes that were Credit Cards, had Comments (including those to Richard), or Requests need to be sorted and given to the Membership Director
8. All envelopes with MII or NII need to be sorted and given to Human Resources
9. Double check each envelope to ensure no comments, concerns or requests were missed
a. HINT -- It is easier to do this after each deposit than the end of the day
10. Rubber band all other entered envelopes and place them in the appropriate “To be Checked” box.
11. Return all checks and non-entered envelopes to the safe
====F.A.Q.====
A note on batch numbers: In DonorPerfect, the current batch is considered to be Batch 0. So imagine we have just finished batch 1537, and are on batch 1538. All the gifts that we enter are automatically given batch number 0, and when we close the batch, anything that the system gave a 0 will be given batch number of 1538, but not anything that a user gave a batch number of 0.
So what can happen is this: you've got a donation that, for whatever reason, isn't in the current batch but you want it to be. If you give it the current batch number (1538) it's not going to be in "current batch" (batch 0) when you check the batch. So you give it batch number 0 -- but when you update the batch number, that contribution stays as batch #0. Now there's a phantom donation floating around, throwing off your tallies and counts and generally making a nuisance of itself until you figure out six months later which batch that $45 contribution from Jan Strausser actually belongs to. Once you have determined which batch this donation should be placed in, you need to go to the contribution in question and change its batch number to the appropriate value.
1. What to do if an envelope comes back “deceased”
a. Remove “MEM” from flags field
b. Add “INA” and “DEC” to flags field to indicate that they are deceased and their record is inactive
c. Check the “do not mail” box and in the reason field, add “DE” for deceased
2. Anonymous Donation
a. If there is absolutely no indication of where the gift came from - no return address, cash donation, etc., donation should be entered under “Mister Anonymous” at our address in MT.
b. Remove the thank you
3. What if I cannot locate someone’s record?
a. If you have searched by last name and state and have not been able to find the record, try the following
i. Search for the last name and first few letters of the first name only
ii. Search the numerals in the address and the state
iii. Search last name only (if it is a common name, no need to try this)
iv. Search the city and state listed
b. If you still cannot locate the record, set aside for the Membership Director
4. What if we have more than one record for the same person?
a. Write “duplicate” on the envelope and give to your Membership Department Supervisor.
5. How/when to give a freebie renewal
a. If a member expresses that they cannot contribute at this time, due to financial or other reasons, or sends a card back blank or with contact information only (no donation), a freebie renewal is given
b. To give a freebie renewal
i. Change “TY” to DT (Used to use freebie renewal TY, #12)
ii. Change “type of gift” to "Freebie"
6. What to do when someone requests to be removed from the mailing list
a. **DO NOT delete this record**
b. **DO NOT mark as “Do not Mail”**
c. No one has authority to remove people from the list except the Project President
d. Write “Req to be removed” on the envelope and give to the Membership Director
7. What to do when the insert does not correspond to the envelope solicitation code
a. Gifts should be entered according to what “caused” the gift.
b. An insert is typically the determinant, especially if it has writing on it = expressed will of the donor.
c. If numerous inserts are in the envelope, take the most recent solicitation (6D over 6B)
d. When a Fundraiser insert arrives in a renewal envelope, it is a fundraiser. If a renewal insert arrives in a fundraiser envelope, it is a renewal. Ask the Director if you have a question on a particular gift.
e. If the correct insert is not indicated on the envelope, mark the correct solicitation code
f. Ex: 5A insert arrives in F1-05 envelope. Solicitation is 5A and the solicitation code on the envelope should be changed to 5A
Ex2: F2-06A insert arrives in 6F envelope. The insert has the “$55” box checked. The member also writes the following on the insert “DO NOT use for advertising. This is a donation to the general fund.”
This gift is 6F because the will of the donor is to NOT fund the advertising campaign. All money coded “F2-06A” legally MUST go to Advertising. Follow the will of the donor.
8. What to do when more than one insert arrives in an envelope
a. Case 1 - Envelope includes a fundraiser reply insert and a renewal reply insert and specifies a gift amount for each
- Enter the two gifts separately, each under the appropriate solicitation.
- Remove the TY from the fundraiser
- Indicate on the envelope the solicitation code of the two contributions
- Set aside so that when we run the TY, we can add a PS (also thank them for their gift to the fundraiser)
b. Case 2 - Envelope includes a fundraiser reply insert and a renewal reply insert, but no amount is indicated on either insert
- Enter the two gifts separately
- Split the amount evenly between the two solicitations
- Remove the TY from the fundraiser
- Indicate on the envelope the solicitation code of the two contributions
- Set aside so that when we run the TY, we can add a PS also thanking them for their gift to the fundraiser.
9. How to split a gift between multiple programs
a. Each gift to a specific program is to be recorded separately with the general ledger indicating which program the gift is to be attributed to
b. If the donor indicates the amount to be appropriated to each program, enter as directed. If not, split the amount evenly
c. There is a “Split Gift” Option in DonorPefect. Use it.
Additions:
- Type of Gift = Okay to set as check, just don't forget to change this field for a credit card, cash, or check. Do not enter a credit card as ‘Credit Card - Insta-Charge’
i. Change “TY” to DT (Used to use freebie renewal TY, #12)
ii. Change “type of gift” to "Freebie"
i. Change “TY” to DT (Used to use freebie renewal TY, #12)
ii. Change “type of gift” to "Freebie"
Deletions:
i. Change “TY” to freebie renewal TY, #12
ii. Change “type of gift” to blank
Additions:
- Take your time. Your goal is not to maximize speed, but to minimize errors. Haste makes waste.
You're choosing defaults that are going to be true for //most// contributions that you'll be entering. So, for example, not every contribution in the mail will be a check, but most will, so it's fine to set the default to check.
Set defaults by clicking the Utilities icon on your tool bar and selecting Set Deposits.
- General Ledger = Set to ‘General Support’.
- Solicitation = The code in the lower left corner of envelopes with our logo on the outside. If it is not a PVS envelope, choose UNSXX (Unsolicited Member Donation, 20XX)
- Type of Gift = Okay to set as check, just don't forget to change this field for a credit card, cash, or freebie. Do not enter a credit card as ‘Credit Card - Insta-Charge’
- Sub-Solicitation = Set to R. More information can be found on [[SubSolicitationCodes Sub-Solicitation Codes]].
===3. Recording a Gift===
Once you have found a member's record, use the following procedure to enter a gift:
1) Click on the “Gift” tab to enter the Gift screen (hotkey: alt-g)
a. The donor’s giving record will appear on the screen (hotkey: alt-a)
2) Use the Mouse to press “Add” on the bottom of the Gift screen
ii. Enter the amount of the check (Donor Perfect will add “.00” automatically), the check number (typically in the top right corner -- Include ALL zeros in the check number. Ex check number 0000687). Checks deposited in Tucson should have the letters “AZ” prepended to the check number to make it clear that they were deposited in Arizona (for example, #AZ1234).
vi. Write your initials and the date entered on the envelope. Place all contents except the check back in the envelope and place in your finished pile
3) How to enter a credit card
First, enter the contribution in CyberSource. Follow the process outlined above for checks, but do not enter a check number, and make the payment type the appropriate CC type.
i. Use “Mister Anonymous” because “John Doe Anonymous” is so large as to be too slow and error prone
c. Fill in the appropriate gift information and enter DT as the thank you
c. Change “Type of Gift” to freebie
d. Change “TY” to DT
===4. Checking Correctness of Members' Information===
a. HINT -- It is easier to do this after each deposit than the end of the day
A note on batch numbers: In DonorPerfect, the current batch is considered to be Batch 0. So imagine we have just finished batch 1537, and are on batch 1538. All the gifts that we enter are automatically given batch number 0, and when we close the batch, anything that the system gave a 0 will be given batch number of 1538, but not anything that a user gave a batch number of 0.
So what can happen is this: you've got a donation that, for whatever reason, isn't in the current batch but you want it to be. If you give it the current batch number (1538) it's not going to be in "current batch" (batch 0) when you check the batch. So you give it batch number 0 -- but when you update the batch number, that contribution stays as batch #0. Now there's a phantom donation floating around, throwing off your tallies and counts and generally making a nuisance of itself until you figure out six months later which batch that $45 contribution from Jan Strausser actually belongs to. Once you have determined which batch this donation should be placed in, you need to go to the contribution in question and change its batch number to the appropriate value.
You're choosing defaults that are going to be true for //most// contributions that you'll be entering. So, for example, not every contribution in the mail will be a check, but most will, so it's fine to set the default to check.
Set defaults by clicking the Utilities icon on your tool bar and selecting Set Deposits.
- General Ledger = Set to ‘General Support’.
- Solicitation = The code in the lower left corner of envelopes with our logo on the outside. If it is not a PVS envelope, choose UNSXX (Unsolicited Member Donation, 20XX)
- Type of Gift = Okay to set as check, just don't forget to change this field for a credit card, cash, or freebie. Do not enter a credit card as ‘Credit Card - Insta-Charge’
- Sub-Solicitation = Set to R. More information can be found on [[SubSolicitationCodes Sub-Solicitation Codes]].
===3. Recording a Gift===
Once you have found a member's record, use the following procedure to enter a gift:
1) Click on the “Gift” tab to enter the Gift screen (hotkey: alt-g)
a. The donor’s giving record will appear on the screen (hotkey: alt-a)
2) Use the Mouse to press “Add” on the bottom of the Gift screen
ii. Enter the amount of the check (Donor Perfect will add “.00” automatically), the check number (typically in the top right corner -- Include ALL zeros in the check number. Ex check number 0000687). Checks deposited in Tucson should have the letters “AZ” prepended to the check number to make it clear that they were deposited in Arizona (for example, #AZ1234).
vi. Write your initials and the date entered on the envelope. Place all contents except the check back in the envelope and place in your finished pile
3) How to enter a credit card
First, enter the contribution in CyberSource. Follow the process outlined above for checks, but do not enter a check number, and make the payment type the appropriate CC type.
i. Use “Mister Anonymous” because “John Doe Anonymous” is so large as to be too slow and error prone
c. Fill in the appropriate gift information and enter DT as the thank you
c. Change “Type of Gift” to freebie
d. Change “TY” to DT
===4. Checking Correctness of Members' Information===
a. HINT -- It is easier to do this after each deposit than the end of the day
A note on batch numbers: In DonorPerfect, the current batch is considered to be Batch 0. So imagine we have just finished batch 1537, and are on batch 1538. All the gifts that we enter are automatically given batch number 0, and when we close the batch, anything that the system gave a 0 will be given batch number of 1538, but not anything that a user gave a batch number of 0.
So what can happen is this: you've got a donation that, for whatever reason, isn't in the current batch but you want it to be. If you give it the current batch number (1538) it's not going to be in "current batch" (batch 0) when you check the batch. So you give it batch number 0 -- but when you update the batch number, that contribution stays as batch #0. Now there's a phantom donation floating around, throwing off your tallies and counts and generally making a nuisance of itself until you figure out six months later which batch that $45 contribution from Jan Strausser actually belongs to. Once you have determined which batch this donation should be placed in, you need to go to the contribution in question and change its batch number to the appropriate value.
Deletions:
Set defaults by clicking the Set Defaults icon (A Hammer, Screwdriver and Wrench) from your tool bar
- General Ledger = Most likely to be set at ‘General Support’ unless a member has earmarked it for a particular Department/Project.
- Solicitation = The code in the lower left corner of envelopes with our logo on the outside. If it is not a PVS envelope, choose UNS07 (Unsolicited Member Donation, 2007)
- Type of Gift = Okay to set as check, just don't forget to change this field for a credit card, cash, or freebie. (Freebies get a blank field.) Do not enter a credit card as ‘Credit Card - Insta-Charge’
- Sub-Solicitation = Currently, we only use R, F, N, and D.
R: First non-fundraiser donation of the year
F: A donation in response to a fundraiser/advisory solicitation
N: New Member/first donation ever
D: Any donation that is not a response to a fundraiser and not their first donation of the year.
===3. Checking Correctness of Members' Information===
===4. Recording a Gift===
Note on batch numbers: In DonorPerfect, the current batch is considered to be Batch 0. So we just finished batch 1537, and are on batch 1538. All the gifts that we enter are automatically given batch number 0, and when we close the batch, anything that the system gave a 0 will be given batch number of 1538, but not anything that a user gave a batch number of 0.
So what can happen is this: you've got a donation that, for whatever reason, isn't in the current batch but you want it to be. If you give it the current batch number (1538) it's not going to be in "current batch" (batch 0) when you check the batch. So you give it batch number 0 -- but when you update the batch number, that contribution stays as batch #0. Now there's a phantom donation floating around, throwing off your tallies and counts and generally making a nuisance of itself until you figure out six months later which batch that $45 contribution from Jan Strausser actually belongs to. To fix that, you need to go to the contribution in question and change its batch number to the appropriate value.
2. Click on the “Gift” tab to enter the Gift screen
a. The donor’s giving record will appear on the screen
3. Use the Mouse to press “Add” on the bottom of the Gift screen
ii. Enter the amount of the check (Donor Perfect will add “.00” automatically), the check number (typically in the top right corner -- Include ALL zeros in the check number. Ex check number 0000687) and bank code (use only the numbers before the backslash). Checks deposited in Tucson should have the letters “AZ” appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
vi. Write your initials and the total amount of the check on the envelope under the date. Place all contents (except the check) back in the envelope and place in your finished pile
4. How to enter a credit card
**Something brand new**
Do NOT process credit cards on the live-site (use the credit card processor: Cybersource).
The Director of Membership needs to use PayPal Manager to process credit cards. This is an attempt to address traffic and error related issues we have been because we are having a lot of problems
After every batch or at the end of the day, the Director needs to do the following:
13. Print off a “Shipping and Billing Report” from the Verisign/PayPal Manager site
14. Have someone else ensure the amount the donor intended to donate corresponds exactly to the amount each donor’s credit card was charged
15. Have this person also check that the credit card donation was properly entered into DonorPerfect
**Following is how to process credit cards via the live website. This should only be done by staff when time is of the essence; ie a Hotline call**
a. First process the donation at our website
i. <http://www.vote-smart.org/donate.php?DonationType=membership_renewal>
i. enter in appropriate ID and password (membership staff has this information).
ii.
ii. IMPORTANT - If the credit card will not process: check the number, seek a second opinion when numbers are difficult to read, check the expiration date, check to make sure you have the proper card holder information (First name, zip code, “Jr”, etc)
b. AFTER the credit card transaction is approved enter the donation in Donor Perfect
i. Change “Type of Gift” to Credit Card
ii. Inform the Membership Director that you processed a credit card
i. Use “John Doe Anonymous” because “Anonymous Anonymous” is so large as to be too slow and error prone
c. Fill in the appropriate gift information and DO NOT give a thank you
c. Change “Type of Gift” to a Blank
d. Change “TY” to Freebie Member Renewal Thank You (TY#12)
e. Under the date write your initials and a zero with a slash through it
a. HINT -- It is easier to do this after each deposit then the end of the day
Additions:
===2. Searching for a Member's Record===
===3. Checking Correctness of Members' Information===
===4. Recording a Gift===
===5. Batch Updates===
===3. Checking Correctness of Members' Information===
===4. Recording a Gift===
===5. Batch Updates===
Deletions:
Always remove the entire contents of the envelope when doing data entry.
Inspect the envelope, insert, check and any other mailed items for concerns, comments or requests.
a.Write the amount of gift, check number (if applicable) and your initials.
IMPORTANT -- All donor comments, concerns and requests MUST be addressed. Remember these are the people paying for your bed and food. Let’s keep them happy
b. When a comment, question, or request is present, read it to determine the appropriate action (See FAQs for common comments and courses of action)
**Place all of your writing concerning member notes to the left of our address**
c. If the Member requests information on Volunteering write “MII” left of the envelope address label
If they are requesting information for student internships write “NII”
d. If the comment is addressed to Richard, write “Note for RK” and write the following information on the envelope: Date of First Gift, Total number of gifts, Total amount of $ contributed (click on the icon with bills and coins to find this info), anything in the narrative, any important flags (AMB, CMG, MJD, BRD, VOL, WIL, CON, INT, FST). If there is too much info in the narrative to summarize, print out an “information sheet” for this individual and staple it to the contribution envelope.
e. If there is a request write "Requests ____" Ex. Requests VSDM
f. After every batch date or the end of the day (whichever comes firs):
i. Give all envelopes with “MII” or “NII” to the designated person in Human Resources.
ii. Give all other comments, concerns and requests to the Membership Director.
**VITAL!!! If a donation is provided make sure you enter the donation before giving the envelope to Human Resources or the Membership Director**
===3. Searching for a Member's Record===
===4. Checking Correctness of Members' Information===
===5. Recording a Gift===
===6. Batch Updates===
Additions:
- We double and even triple check data entry. When you do make a mistake we are very likely to find it on our checking procedures.
This guide assumes that mail has been processed as per the instructions for [[IncomingMembershipMail incoming membership mail]].
This guide assumes that mail has been processed as per the instructions for [[IncomingMembershipMail incoming membership mail]].
Deletions:
Additions:
Once you have found the record, you can select it using the arrow keys and the enter button or with the mouse.
Additions:
===3. Searching for a Member's Record===
===4. Checking Correctness of Members' Information===
===5. Recording a Gift===
===6. Batch Updates===
7. All envelopes that were Credit Cards, had Comments (including those to Richard), or Requests need to be sorted and given to the Membership Director
a. If there is absolutely no indication of where the gift came from - no return address, cash donation, etc., donation should be entered under “Mister Anonymous” at our address in MT.
===4. Checking Correctness of Members' Information===
===5. Recording a Gift===
===6. Batch Updates===
7. All envelopes that were Credit Cards, had Comments (including those to Richard), or Requests need to be sorted and given to the Membership Director
a. If there is absolutely no indication of where the gift came from - no return address, cash donation, etc., donation should be entered under “Mister Anonymous” at our address in MT.
Deletions:
===4. CHECKING CORRECTNESS OF MEMBER'S INFORMATION===
===5. RECORDING A GIFT===
===6. WHEN YOU DO A BATCH UPDATE===
7. All envelopes that were Credit Cards, had Comments (including those to Richard), or Requests need to be sortedand given to the Membership Director
a. If there is absolutely no indication of where the gift came from - no return address, cash donation, etc., donation should be entered under “John Doe Anonymous” at our address in MT.
Additions:
A little bit of vocabulary: throughout this section, I am going to refer to the 'dropdown box' or 'dropdown menu'. This is the only dropdown box box on the search window screen. The options are Last Name / ID #, Address, Optional Line, and Phone. I will also refer to the 'primary field'. This is the field to the right of the dropdown box. The selection of the dropdown menu determines what the primary field will be searching for. Secondary fields refers to any field other than the primary field.
The basic principle: DP will return every record that contains the entered characters in order from left to right. Say you're searching by last name: if you enter "Smith", it will return all of the "Smith"s, followed by the "Smithies" and the "Smithers" and the "Smithenbabcocks" and all of that. However, if you enter "Smithe", it will not return any of the "Smith"'s. This means that you want to enter as little in each of the fields as will return a unique result. Say you're searching for Joseph Smith of Saint Louis, Missouri. You would not want to enter a search query for:
Last Name: Smith
First Name: Joseph
City: Saint Louis
State: MO
Why not? Imagine that in our records, Joseph is actually Joe Smith, and the city is entered as St. Louis -- the search described above would not return Mr. Smith's record. Instead, you should search for something like:
Last Name: Smith
First Name: J
City:
State: MO
Savvy? Use the least restrictive search that you think will return the record you're looking for.
Also, a brief note: do not leave the primary field blank. If a search query is entered with nothing in the primary field, it will take a very long time, and may crash DP. If you're tempted to enter a search with a blank primary field, consider another way of searching, such as with a different selection in the dropdown box or using membership listings [[link]].
==Searching by user ID number:==
This is certainly the easiest and most foolproof way to find a member. When possible, for example on most renewal mailings, use the member's id # to look them up. Simply type the member's id number (found on the outside of the remit envelope or on the remit slip) into the primary field and press enter. This will bring you directly to the user's record. Any input in the secondary fields will be ignored.
==Searching by last name:==
This is the simplest way to find members, and the way that you will use the most. It's pretty straight forward: enter the last name in the primary field. Last name is most useful for members with unique last names (Kierznowski, Kietzmann, Smithenbabcock, etc) and less useful for the Smith's, Weiss's, and Brown's of the world. You can include a first initial and/or a state to narrow down results further, but remember that there is a chance that a member could be under their spouse's first name, or under a different version of their own first name. If that is the case, you will have to search by address.
==Searching by address==
Searches by street address. Typically, you only wnat to enter road number -- so instead of searching for 2235 Anywhere St, just enter 2235. If the number is fairly short, consider including a state as well. Because abbreviations of street, road, etc are not consistent, avoid including these. That is to say, search for 123 Anywhere, not 123 Anywhere Street.
==Searching by optional line==
I have never done this, and neither will you.
==Searching by phone==
You can search by both phone number and email address. Phone numbers must be in the format (XXX)XXX-XXXX. Most useful for when an unsigned email comes into the membership@ account.
The basic principle: DP will return every record that contains the entered characters in order from left to right. Say you're searching by last name: if you enter "Smith", it will return all of the "Smith"s, followed by the "Smithies" and the "Smithers" and the "Smithenbabcocks" and all of that. However, if you enter "Smithe", it will not return any of the "Smith"'s. This means that you want to enter as little in each of the fields as will return a unique result. Say you're searching for Joseph Smith of Saint Louis, Missouri. You would not want to enter a search query for:
Last Name: Smith
First Name: Joseph
City: Saint Louis
State: MO
Why not? Imagine that in our records, Joseph is actually Joe Smith, and the city is entered as St. Louis -- the search described above would not return Mr. Smith's record. Instead, you should search for something like:
Last Name: Smith
First Name: J
City:
State: MO
Savvy? Use the least restrictive search that you think will return the record you're looking for.
Also, a brief note: do not leave the primary field blank. If a search query is entered with nothing in the primary field, it will take a very long time, and may crash DP. If you're tempted to enter a search with a blank primary field, consider another way of searching, such as with a different selection in the dropdown box or using membership listings [[link]].
==Searching by user ID number:==
This is certainly the easiest and most foolproof way to find a member. When possible, for example on most renewal mailings, use the member's id # to look them up. Simply type the member's id number (found on the outside of the remit envelope or on the remit slip) into the primary field and press enter. This will bring you directly to the user's record. Any input in the secondary fields will be ignored.
==Searching by last name:==
This is the simplest way to find members, and the way that you will use the most. It's pretty straight forward: enter the last name in the primary field. Last name is most useful for members with unique last names (Kierznowski, Kietzmann, Smithenbabcock, etc) and less useful for the Smith's, Weiss's, and Brown's of the world. You can include a first initial and/or a state to narrow down results further, but remember that there is a chance that a member could be under their spouse's first name, or under a different version of their own first name. If that is the case, you will have to search by address.
==Searching by address==
Searches by street address. Typically, you only wnat to enter road number -- so instead of searching for 2235 Anywhere St, just enter 2235. If the number is fairly short, consider including a state as well. Because abbreviations of street, road, etc are not consistent, avoid including these. That is to say, search for 123 Anywhere, not 123 Anywhere Street.
==Searching by optional line==
I have never done this, and neither will you.
==Searching by phone==
You can search by both phone number and email address. Phone numbers must be in the format (XXX)XXX-XXXX. Most useful for when an unsigned email comes into the membership@ account.
Deletions:
Locate the Appropriate Record
a. Click on the “Add/Edit” icon (Folder with two people on the cover) to search
b. When searching for a record you can search by last name, address, phone number, or optional line
i. “Last Name” and “State” searches are typically the quickest. In California, New York, or with common names (such as Smith or Jones) entering data in the “First Name” or “City” field can quicken the search
ii. address searches can be useful in certain situations. When searching by address only include the numerals of the address and the state.
iii. If you have difficulty locating an individual’s record, see FAQs
iv. If there is more than one record for an individual, refer to FAQs
c. Select the appropriate record from the screen
i. Use the direction keys or the mouse to highlight the correct record
ii. Press enter, use the mouse to press “Edit” or double click on the highlighted record
d. If the donor does not provide a return address on the envelope, write the **Name** and **State** of the donor in the space provided for a return address. We do this to ensure that Data-checkers are able to find this record. If you cannot find the record with the information you write on the envelope, provide more info.
e. When the “Main” screen of the record appears, check whether “Record Type” says “INA” for an inactive member.
i. If so you have the incorrect record and you need to start your search over
1. If you have trouble exiting the record - a message regarding a reason for “do not mail” appears. In the “Reason” field, mark an “IA” for inactive. You should than be able to exit the record.
f. When the “Main” screen appears also check to see if there is writing in the “Narrative”
i. The “Narrative” is the open book icon in the toolbar. This is where membership staff and interns are able to write comments about the record. If there are comments a hand with a pencil will appear in the book.
**Always check the narrative before modifying any information in the record.**
ii. Typical things that are in the narrative
1. Old addresses, phone numbers and e-mails
2. Indication of how and when we responded to requests, comments or concerns
3. Dates when members volunteered at the ranch
4. “No Phone Solicitations” or “Do not call”
5. Any information we have that sheds light on an individual
** Use the narrative to explain your actions -- err on the side of too much information**
Simply press the F5 button than write your comment.
ALWAYS press F5 so we know who entered the comment
Additions:
- Thank You # = If you click on the magnifying glass, a list pops up that will explain what each thank you # corresponds with. You should enter the thank you code that will be appropriate to whatever the majority of TY's will be. More information can be found on [[ThankYouCodes Thank You Codes]].
Deletions:
Additions:
- Thank You # = If you click on the magnifying glass, a list pops up that will explain what each thank you # corresponds with. You should enter the thank you code that will be appropriate to whatever the majority of TY's will be. More information can be found on [[Thank You Codes]].
Deletions:
01: Renewal/first gift TY 2007 (7-1, 7-2, 7-3, 7-4)
08: New Member
11: New Member Freebie
12: Freebie Renewal
13: Recipient of Gift Membership
16: Giver of Gift Membership
17: Second Gift/Non-Fundraiser
21: Third Gift/Non-Fundraiser
30: F1-06 Arizona Office Fundraiser - March
35: F2-06A/B Advertising Fundraiser
36: F1-07 Key Votes Fundraiser
37: Corporate Matching Gift
DT: Do Not Thank (the reason should be in the
Narrative and Gift Notes)
Additions:
- Date of Gift = the date received (should be stamped on the envelopes as part of opening the mail procedures)
- General Ledger = Most likely to be set at ‘General Support’ unless a member has earmarked it for a particular Department/Project.
- Solicitation = The code in the lower left corner of envelopes with our logo on the outside. If it is not a PVS envelope, choose UNS07 (Unsolicited Member Donation, 2007)
- Type of Gift = Okay to set as check, just don't forget to change this field for a credit card, cash, or freebie. (Freebies get a blank field.) Do not enter a credit card as ‘Credit Card - Insta-Charge’
- Sub-Solicitation = Currently, we only use R, F, N, and D.
R: First non-fundraiser donation of the year
F: A donation in response to a fundraiser/advisory solicitation
N: New Member/first donation ever
D: Any donation that is not a response to a fundraiser and not their first donation of the year.
- Thank You # = If you click on the magnifying glass, a list pops up that will explain what each thank you # corresponds with. If you need more of an explanation, see FAQ For Checking ask your supervisor.
- Leave the following fields blank: Amount of Gift, Check Number, Bank Code, Gift Solicitor, Thank-You Date, Fair Market Value, and everything below "Fair Market Value"
- General Ledger = Most likely to be set at ‘General Support’ unless a member has earmarked it for a particular Department/Project.
- Solicitation = The code in the lower left corner of envelopes with our logo on the outside. If it is not a PVS envelope, choose UNS07 (Unsolicited Member Donation, 2007)
- Type of Gift = Okay to set as check, just don't forget to change this field for a credit card, cash, or freebie. (Freebies get a blank field.) Do not enter a credit card as ‘Credit Card - Insta-Charge’
- Sub-Solicitation = Currently, we only use R, F, N, and D.
R: First non-fundraiser donation of the year
F: A donation in response to a fundraiser/advisory solicitation
N: New Member/first donation ever
D: Any donation that is not a response to a fundraiser and not their first donation of the year.
- Thank You # = If you click on the magnifying glass, a list pops up that will explain what each thank you # corresponds with. If you need more of an explanation, see FAQ For Checking ask your supervisor.
- Leave the following fields blank: Amount of Gift, Check Number, Bank Code, Gift Solicitor, Thank-You Date, Fair Market Value, and everything below "Fair Market Value"
Deletions:
2. Amount of Gift = Leave Blank
3. Check Number = Leave Blank
4. Bank Code = Leave Blank
5. General Ledger = Most likely to be set at ‘General Support’ unless a member has ear marked it for a particular Department/Project.
6. Solicitation = The code in the lower left corner of envelopes with our logo on the outside. If it is not a PVS envelope, choose UNS07 (Unsolicited Member Donation, 2007)
7. Type of Gift = Okay to set as check, just don’t forget to change this field for a credit card, cash, or freebie. (Freebies get a blank field.) Do not enter a credit card as ‘Credit Card - Insta-Charge’
8. Sub-Solicitation = Currently, we only use R, F, N, and D.
R: First non-fundraiser donation of the year
F: A donation in response to a fundraiser (F1-06, F2-06, F1-07)
N: New Member/first donation ever
D: Any donation that is not a response to a fundraiser and not their first donation of the
year.
9. Thank You # = If you click on the magnifying glass, a list pops up that
will explain what each thank you # corresponds with. If you need more of an explanation, see FAQ For Checking ask your supervisor.
10. Gift Solicitor = Leave Blank
11. Thank-You Date = Leave Blank
12. Fair Market Value = Leave Blank
**Leave Everything Below Fair Market Value Blank**
Deletions:
Additions:
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Deletions:
Additions:
>>{{{toc levels="h2,h3,h4,h5"}}}>>
Deletions:
Additions:
=====Data Entry in Donor Perfect=====
<<Point of verification: this manual is old and may be outdated; it needs review<<
>>{{{toc}}}>>
====General Guidelines====
Proper Membership Department Data Entry is vital to the existence of Project Vote Smart. It is through this department that the majority of Vote Smart's income flows. Much of the mail that goes out to members is sent as bulk mail which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will likely lose contact with this member. Entering a New Member should be done very carefully and double checked. If a member's name is misspelled or any other typo is accidentally entered in a name, we are risking offending a member or losing them by appearing unprofessional. If we ignore a request or question from a member, they may choose to no longer support our work because we came off as disorganized and/or rude.
When doing data entry you must ensure that you make few mistakes. To encourage accuracy, we have a few policies intended to reduce the probability of making a mistake in the first place, and to increase the probability of us finding this mistake after it has occurred.
- Take your time. This is not a race.
- Take at least a five-minute break (away from your computer) every 45 minutes of data-entry. This is not an option; it is a requirement.
- If you are unsure of how to handle a situation, ask your Supervisor.
- Never delete a record. No one has authority to delete a record unless directed to do so by the Project’s President.
- We double and even triple check data entry. When you do make a mistake we are very likely to find it on our checking procedures.
====Procedure====
===1. Set Defaults in Donor Perfect===
Set defaults by clicking the Set Defaults icon (A Hammer, Screwdriver and Wrench) from your tool bar
1) Select Gifts
1) On the next screen set the fields that won't change in the stack of mail you’re entering.
1. Date of Gift = the date stamped on the envelope.
2. Amount of Gift = Leave Blank
3. Check Number = Leave Blank
4. Bank Code = Leave Blank
5. General Ledger = Most likely to be set at ‘General Support’ unless a member has ear marked it for a particular Department/Project.
6. Solicitation = The code in the lower left corner of envelopes with our logo on the outside. If it is not a PVS envelope, choose UNS07 (Unsolicited Member Donation, 2007)
7. Type of Gift = Okay to set as check, just don’t forget to change this field for a credit card, cash, or freebie. (Freebies get a blank field.) Do not enter a credit card as ‘Credit Card - Insta-Charge’
8. Sub-Solicitation = Currently, we only use R, F, N, and D.
R: First non-fundraiser donation of the year
F: A donation in response to a fundraiser (F1-06, F2-06, F1-07)
N: New Member/first donation ever
D: Any donation that is not a response to a fundraiser and not their first donation of the
year.
9. Thank You # = If you click on the magnifying glass, a list pops up that
will explain what each thank you # corresponds with. If you need more of an explanation, see FAQ For Checking ask your supervisor.
01: Renewal/first gift TY 2007 (7-1, 7-2, 7-3, 7-4)
08: New Member
11: New Member Freebie
12: Freebie Renewal
13: Recipient of Gift Membership
16: Giver of Gift Membership
17: Second Gift/Non-Fundraiser
21: Third Gift/Non-Fundraiser
30: F1-06 Arizona Office Fundraiser - March
35: F2-06A/B Advertising Fundraiser
36: F1-07 Key Votes Fundraiser
37: Corporate Matching Gift
DT: Do Not Thank (the reason should be in the
Narrative and Gift Notes)
10. Gift Solicitor = Leave Blank
11. Thank-You Date = Leave Blank
12. Fair Market Value = Leave Blank
**Leave Everything Below Fair Market Value Blank**
Not changing defaults is the most common cause for mistakes in Data Entry. Contributions are sorted by solicitation code, however, you need to make sure that your defaults still apply. Just because a gift comes in a 6D envelope does not mean it is a 6D, sub solicitation is “R” or “TY” should be 01. Determine if it is their first gift of the year (R) by looking at their Gift History. Check that it is a 6D by checking that the insert matches the envelope, and, if they should receive a TY01.
===2. Review and Code the Contents of the Envelope===
Always remove the entire contents of the envelope when doing data entry.
Inspect the envelope, insert, check and any other mailed items for concerns, comments or requests.
a.Write the amount of gift, check number (if applicable) and your initials.
IMPORTANT -- All donor comments, concerns and requests MUST be addressed. Remember these are the people paying for your bed and food. Let’s keep them happy
b. When a comment, question, or request is present, read it to determine the appropriate action (See FAQs for common comments and courses of action)
**Place all of your writing concerning member notes to the left of our address**
c. If the Member requests information on Volunteering write “MII” left of the envelope address label
If they are requesting information for student internships write “NII”
d. If the comment is addressed to Richard, write “Note for RK” and write the following information on the envelope: Date of First Gift, Total number of gifts, Total amount of $ contributed (click on the icon with bills and coins to find this info), anything in the narrative, any important flags (AMB, CMG, MJD, BRD, VOL, WIL, CON, INT, FST). If there is too much info in the narrative to summarize, print out an “information sheet” for this individual and staple it to the contribution envelope.
e. If there is a request write "Requests ____" Ex. Requests VSDM
f. After every batch date or the end of the day (whichever comes firs):
i. Give all envelopes with “MII” or “NII” to the designated person in Human Resources.
ii. Give all other comments, concerns and requests to the Membership Director.
**VITAL!!! If a donation is provided make sure you enter the donation before giving the envelope to Human Resources or the Membership Director**
===3. SEARCHING FOR MEMBER'S RECORD===
DonorPerfect searches for criteria from left to right in any given field. Ex: If you type “Smith”, DP will return all records beginning with “Smith” such as Smithton, Smithers, etc. This can be both very helpful and very frustrating as you will see. Sometimes less is more.
Locate the Appropriate Record
a. Click on the “Add/Edit” icon (Folder with two people on the cover) to search
b. When searching for a record you can search by last name, address, phone number, or optional line
i. “Last Name” and “State” searches are typically the quickest. In California, New York, or with common names (such as Smith or Jones) entering data in the “First Name” or “City” field can quicken the search
ii. address searches can be useful in certain situations. When searching by address only include the numerals of the address and the state.
iii. If you have difficulty locating an individual’s record, see FAQs
iv. If there is more than one record for an individual, refer to FAQs
c. Select the appropriate record from the screen
i. Use the direction keys or the mouse to highlight the correct record
ii. Press enter, use the mouse to press “Edit” or double click on the highlighted record
d. If the donor does not provide a return address on the envelope, write the **Name** and **State** of the donor in the space provided for a return address. We do this to ensure that Data-checkers are able to find this record. If you cannot find the record with the information you write on the envelope, provide more info.
e. When the “Main” screen of the record appears, check whether “Record Type” says “INA” for an inactive member.
i. If so you have the incorrect record and you need to start your search over
1. If you have trouble exiting the record - a message regarding a reason for “do not mail” appears. In the “Reason” field, mark an “IA” for inactive. You should than be able to exit the record.
f. When the “Main” screen appears also check to see if there is writing in the “Narrative”
i. The “Narrative” is the open book icon in the toolbar. This is where membership staff and interns are able to write comments about the record. If there are comments a hand with a pencil will appear in the book.
**Always check the narrative before modifying any information in the record.**
ii. Typical things that are in the narrative
1. Old addresses, phone numbers and e-mails
2. Indication of how and when we responded to requests, comments or concerns
3. Dates when members volunteered at the ranch
4. “No Phone Solicitations” or “Do not call”
5. Any information we have that sheds light on an individual
** Use the narrative to explain your actions -- err on the side of too much information**
Simply press the F5 button than write your comment.
ALWAYS press F5 so we know who entered the comment
***If you are unsure about anything ask your Membership Department Supervisor
===4. CHECKING CORRECTNESS OF MEMBER'S INFORMATION===
Check all Member information for correctness
a. Hierarchy of Information
i. When inconsistencies arise between information on the insert, envelope and check:
1. Information supplied on the insert is the primary source. Address return labels are secondary and checks are a last resort
2. Check the Narrative for clues or information
3. If your actions are questionable (if someone opening up this record without the envelope and/or check in front of them will be confused), explain your actions in the narrative
c. Explanation of Salutation Policy (Name, Title and Dear)
ii. IMPORTANT - Only change the Name, Title or Dear fields according to the Salutation Policy and after consulting the narrative
iii. Only the primary member is to be addressed in the “Last Name” and “First Name” fields
1. We seldom place “John & Jane” in the “First Name” field because “First Name” is singular.
2. “Dear” needs to refer to the donor or donors by first name, unless otherwise noted in the narrative.
iv. How to determine primary member? **Remember the hierarchy of information**
1. Typically the individual who signs the check or credit card is the Primary Donor
2. If both spouses names are written on the insert, both appear on the address return label, or one spouse signs the check while another appears on the insert or label, then address both in the “Title” and “Dear” fields.
Examples: Address label is “Mr John Smith”, Insert says “Jane Smith” and the check is signed by “Jane”, then “Title” = Mrs, “Dear” = “Jane”
3. Check the narrative
Most people are not too picky, but some people are extremely picky, so we walk a fine line.
v. A spouse, whether active or not, should be placed in the “Spouse” field.
1. Inactive spouses, not on insert or label, should not be addressed. Ex: Ms Jane Smith is on the label, insert and signs the check but she shares an account with John Smith. Title = Ms, Dear = Jane and John is placed in Spouse.
vi. Never do the Following
1. Mr & Mrs Janet Smith
a. In 99.9% of cases, the preceding salutation is grammatically and legally incorrect. It also upsets people.
d. Explanation of optional line/cross reference policy
a. If the envelope or insert contains individuals with separate last names, we need to figure out if the gift is from both individuals, or just one of them
b. If the gift is coming from both individuals - i.e. both names are written on reply card, both names on return address-
i. The records MUST be cross-referenced. Place one name in the “First Name” and “Last Name” fields (typically the person signing the check). Add the 2nd individuals name to the optional line (ex “Frank Allen”), click the cross-reference button on your toolbar, answer “no it is not an organizational name,” and the cross-reference will be created)
ii. Make sure that both individuals are addressed in the salutation. For example, Dear = Jane & Frank
c. If it does not look as though both people are active members, make sure the record only lists the actual contributor. Place the other person’s name in the narrative with a brief explanation so that it will not be questioned later. If the non-member’s name is listed in the optional line, delete it. Also delete the cross-reference from the “address” tab.
e. Address Abbreviation Policy
a. All address details should be abbreviated. Including PO Box (Not Post Office Box)
b. Check confusing addresses at USPS.com. Also check for the proper way to title something (Apt vs # vs Building, etc)
c. If a member explicitly states that they wish for us to spell out their full address (yes, this has happened,) do as directed by the member and place a note in the narrative.
d. NEVER use periods in any field. Including “address”, “title”, “salutation”, etc. If there are periods anywhere in the record, please delete them.
f. Phone, e-mail and fax information
a. Click on the Telephone Icon or Press Ctrl T to check phone, e-mail and fax numbers
b. To enter a phone number use the mouse to check “Mask?” before entering the numbers
i. You must indicate “Phone Type” in order to exit this screen
c. Please remember to check the phone information. We need to update emails frequently so we do not get a lot of failed emails.
**If you are unsure about anything ask your Membership Department Supervisor**
===5. RECORDING A GIFT===
IMPORTANT!!! Ensure that your default settings (tools icon) are appropriate for your particular gift
(Failure to change default settings is one of the MOST common mistakes!!!)
Note on batch numbers: In DonorPerfect, the current batch is considered to be Batch 0. So we just finished batch 1537, and are on batch 1538. All the gifts that we enter are automatically given batch number 0, and when we close the batch, anything that the system gave a 0 will be given batch number of 1538, but not anything that a user gave a batch number of 0.
So what can happen is this: you've got a donation that, for whatever reason, isn't in the current batch but you want it to be. If you give it the current batch number (1538) it's not going to be in "current batch" (batch 0) when you check the batch. So you give it batch number 0 -- but when you update the batch number, that contribution stays as batch #0. Now there's a phantom donation floating around, throwing off your tallies and counts and generally making a nuisance of itself until you figure out six months later which batch that $45 contribution from Jan Strausser actually belongs to. To fix that, you need to go to the contribution in question and change its batch number to the appropriate value.
2. Click on the “Gift” tab to enter the Gift screen
a. The donor’s giving record will appear on the screen
3. Use the Mouse to press “Add” on the bottom of the Gift screen
a. If you have a Check (A majority of our donations)
i. Use the Tab button on the Keyboard to quickly move between fields
1. DO NOT use your mouse, it will cause errors
ii. Enter the amount of the check (Donor Perfect will add “.00” automatically), the check number (typically in the top right corner -- Include ALL zeros in the check number. Ex check number 0000687) and bank code (use only the numbers before the backslash). Checks deposited in Tucson should have the letters “AZ” appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
iii. On the back of some envelope inserts members are given the opportunity to earmark their funds. If the member chooses to earmark their funds, choose the specified program from the “General Ledger” field
1. See FAQs for what to do if more than one earmark box is checked /splitting a gift
iv. After entering the check information ensure that you have the correct date, general ledger, solicitation code, sub-solicitation and thank you (Remember your defaults) then press “Done”
v. Watch the sub-solicitation
1. All Fundraisers, including first gifts for this year, are “F”
2. New Members = “N”
3. First gift of the renewal cycle (non fundraiser) = “R”
4. All gifts that are not a first gift, new member, or fundraiser = “D”
vi. Write your initials and the total amount of the check on the envelope under the date. Place all contents (except the check) back in the envelope and place in your finished pile
4. How to enter a credit card
**Something brand new**
Do NOT process credit cards on the live-site (use the credit card processor: Cybersource).
The Director of Membership needs to use PayPal Manager to process credit cards. This is an attempt to address traffic and error related issues we have been because we are having a lot of problems
After every batch or at the end of the day, the Director needs to do the following:
13. Print off a “Shipping and Billing Report” from the Verisign/PayPal Manager site
14. Have someone else ensure the amount the donor intended to donate corresponds exactly to the amount each donor’s credit card was charged
15. Have this person also check that the credit card donation was properly entered into DonorPerfect
**Following is how to process credit cards via the live website. This should only be done by staff when time is of the essence; ie a Hotline call**
a. First process the donation at our website
i. <http://www.vote-smart.org/donate.php?DonationType=membership_renewal>
i. enter in appropriate ID and password (membership staff has this information).
ii.
ii. IMPORTANT - If the credit card will not process: check the number, seek a second opinion when numbers are difficult to read, check the expiration date, check to make sure you have the proper card holder information (First name, zip code, “Jr”, etc)
b. AFTER the credit card transaction is approved enter the donation in Donor Perfect
i. Change “Type of Gift” to Credit Card
ii. Inform the Membership Director that you processed a credit card
5. How to enter an anonymous donation
a. If there is absolutely no indication of where the gift came from - no return address, cash donation, etc., donation should be entered under anonymous at our address in MT.
b. Search for “Anonymous” in the Last Name line
i. Use “John Doe Anonymous” because “Anonymous Anonymous” is so large as to be too slow and error prone
c. Fill in the appropriate gift information and DO NOT give a thank you
d. Write “Anonymous” on the Envelope
6. How to give freebie renewals
a. If a member expresses that they cannot contribute at this time, due to financial or other reasons, a freebie renewal is given.
**Members are also told “to return this insert without any writing, just to let us know you are still there” so if you get an insert that is completely blank or only has contact information written on it and has no check or cash, give a freebie.**
b. Leave “Amount of Gift” at $0
c. Change “Type of Gift” to a Blank
d. Change “TY” to Freebie Member Renewal Thank You (TY#12)
e. Under the date write your initials and a zero with a slash through it
**If you are unsure about anything ask your Membership Department Supervisor**
===6. WHEN YOU DO A BATCH UPDATE===
7. All envelopes that were Credit Cards, had Comments (including those to Richard), or Requests need to be sortedand given to the Membership Director
8. All envelopes with MII or NII need to be sorted and given to Human Resources
9. Double check each envelope to ensure no comments, concerns or requests were missed
a. HINT -- It is easier to do this after each deposit then the end of the day
10. Rubber band all other entered envelopes and place them in the appropriate “To be Checked” box.
11. Return all checks and non-entered envelopes to the safe
====F.A.Q.====
1. What to do if an envelope comes back “deceased”
a. Remove “MEM” from flags field
b. Add “INA” and “DEC” to flags field to indicate that they are deceased and their record is inactive
c. Check the “do not mail” box and in the reason field, add “DE” for deceased
2. Anonymous Donation
a. If there is absolutely no indication of where the gift came from - no return address, cash donation, etc., donation should be entered under “John Doe Anonymous” at our address in MT.
b. Remove the thank you
3. What if I cannot locate someone’s record?
a. If you have searched by last name and state and have not been able to find the record, try the following
i. Search for the last name and first few letters of the first name only
ii. Search the numerals in the address and the state
iii. Search last name only (if it is a common name, no need to try this)
iv. Search the city and state listed
b. If you still cannot locate the record, set aside for the Membership Director
4. What if we have more than one record for the same person?
a. Write “duplicate” on the envelope and give to your Membership Department Supervisor.
5. How/when to give a freebie renewal
a. If a member expresses that they cannot contribute at this time, due to financial or other reasons, or sends a card back blank or with contact information only (no donation), a freebie renewal is given
b. To give a freebie renewal
i. Change “TY” to freebie renewal TY, #12
ii. Change “type of gift” to blank
6. What to do when someone requests to be removed from the mailing list
a. **DO NOT delete this record**
b. **DO NOT mark as “Do not Mail”**
c. No one has authority to remove people from the list except the Project President
d. Write “Req to be removed” on the envelope and give to the Membership Director
7. What to do when the insert does not correspond to the envelope solicitation code
a. Gifts should be entered according to what “caused” the gift.
b. An insert is typically the determinant, especially if it has writing on it = expressed will of the donor.
c. If numerous inserts are in the envelope, take the most recent solicitation (6D over 6B)
d. When a Fundraiser insert arrives in a renewal envelope, it is a fundraiser. If a renewal insert arrives in a fundraiser envelope, it is a renewal. Ask the Director if you have a question on a particular gift.
e. If the correct insert is not indicated on the envelope, mark the correct solicitation code
f. Ex: 5A insert arrives in F1-05 envelope. Solicitation is 5A and the solicitation code on the envelope should be changed to 5A
Ex2: F2-06A insert arrives in 6F envelope. The insert has the “$55” box checked. The member also writes the following on the insert “DO NOT use for advertising. This is a donation to the general fund.”
This gift is 6F because the will of the donor is to NOT fund the advertising campaign. All money coded “F2-06A” legally MUST go to Advertising. Follow the will of the donor.
8. What to do when more than one insert arrives in an envelope
a. Case 1 - Envelope includes a fundraiser reply insert and a renewal reply insert and specifies a gift amount for each
- Enter the two gifts separately, each under the appropriate solicitation.
- Remove the TY from the fundraiser
- Indicate on the envelope the solicitation code of the two contributions
- Set aside so that when we run the TY, we can add a PS (also thank them for their gift to the fundraiser)
b. Case 2 - Envelope includes a fundraiser reply insert and a renewal reply insert, but no amount is indicated on either insert
- Enter the two gifts separately
- Split the amount evenly between the two solicitations
- Remove the TY from the fundraiser
- Indicate on the envelope the solicitation code of the two contributions
- Set aside so that when we run the TY, we can add a PS also thanking them for their gift to the fundraiser.
9. How to split a gift between multiple programs
a. Each gift to a specific program is to be recorded separately with the general ledger indicating which program the gift is to be attributed to
b. If the donor indicates the amount to be appropriated to each program, enter as directed. If not, split the amount evenly
c. There is a “Split Gift” Option in DonorPefect. Use it.
10. Different last names provided on the same contribution
a. If the gift is coming from both individuals - i.e. both names are written on reply card, both names on return address -
i. The records MUST be cross-referenced. Add the 2ndindividuals name in the optional line (include their title if they have one), click the cross-reference button on your toolbar (answer “no it is not an organizational name”, and the cross-reference will be created
ii. Make sure that both individuals are addressed in the salutation. For example, Dear John & Jane
Example: Insert says “Smith/Johnson” and the check has “John Smith” as well as “Betty Johnson” as authorized agents on the account. “First Name” = John, “Last Name” = Smith, “Title” = Mr, “Optional Line” = Ms Betty Johnson” Salutaion = “John & Betty”
b. If it does not look as though both people are active members, make sure the record only lists the active member, and put the non-active name in the narrative so that it will not be questioned later
11. What TY letter do I send?
a. In the gift screen, you may look at descriptions of all of the TYs by clicking on the magnifying glass icon next to the field. If you are still unsure, ask the Membership Director
b. Second Donation this year (non fundraiser)
i. If a member sends a donation after they have renewed for the year and the donation is NOT in response to a fundraiser, make “Sub Solicitation” = D and give “TY#17”
ii. If a member’s first donation for the year was in response to a fundraiser, then they gave a “second gift”, this is a renewal and gets TY01.
iii. Basically you should NEVER take into account fundraisers when looking at the TY01 vs 17 vs 21 letters for a gift.
1. Ex: If someone gives to two fundraisers then gives a third gift, this third gift gets TY01 because the language of the fundraisers says nothing about renewing.
c. Third Donation (non fundraiser)
i. “TY#21”
d. Monthly or BiMonthly Contributor
i. Some individuals give a contribution monthly or every two weeks
ii. Every donation after the third (as long as it is not for a fundraiser) “Sub Solicitation” = D and “Thank You” is blank. Ex. January 5 an unsolicited donation of $10 is received, Sub = R, TY = 01. February 5 $10 unsolicited arrives, Sub = D, TY = 17, March 5 $10 arrives, Sub = D, TY = 21, July 1 $10 arrives “TY = ___. (Not 99, just leave blank)
e. Indicate the donor’s giving routine in the Narrative
12. What to do when “Do not Mail” is checked but no reason is given
a. Check the giving record to see if the member is inactive
i. If so, place INA in “Flags” and place “IA” in the “Reason” field.
b. If the member appears to be active (gave in the last five years) ask your Supervisor
Remember
All notes, requests & concerns must be addressed in some manner
c. Common Concerns, Comments or Requests (The appropriate code should be written on the address label to the left of “Project Vote Smart.”
ii. The Member requests information on Volunteering = MII
iii. Information for student internships = NII
iv. If the comment is addressed to Richard = Note for RK and the proper info
v. If the donation is for $300 or more = MJD
1. Ensure anyone who gives a cumulative $300 or more in a renewal cycle (typically Dec 1 to Nov 30) is Flagged “MJD” in addition to MEM
vi. Why are you not approved by the Better Business Bureau? = BBB
i. I want a VSDM or Reporter’s Source Book = ____Request
ii. Referring a friend = Ref
iii. Most all other notes simply have “Note” though there may be more detail
Some examples:
iv. I already renewed = Note
v. Request to be removed = Req to be removed
vi. Positive Comment for Richard or Staff = Pos Note
vii. Negative Comment = Neg Note
viii. Apology for giving a small contribution, fixed income, we are retired, health concerns, etc. = “Too little”
ix. Suggestion = Suggestion; Question = Question, etc.
x. ALL comments must be addressed. If ANYTHING has not been addressed set it aside and give the envelope to the Membership Director
See the document
“Thank_You_Policy_Update_Erin” for more details
<<Point of verification: this manual is old and may be outdated; it needs review<<
>>{{{toc}}}>>
====General Guidelines====
Proper Membership Department Data Entry is vital to the existence of Project Vote Smart. It is through this department that the majority of Vote Smart's income flows. Much of the mail that goes out to members is sent as bulk mail which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will likely lose contact with this member. Entering a New Member should be done very carefully and double checked. If a member's name is misspelled or any other typo is accidentally entered in a name, we are risking offending a member or losing them by appearing unprofessional. If we ignore a request or question from a member, they may choose to no longer support our work because we came off as disorganized and/or rude.
When doing data entry you must ensure that you make few mistakes. To encourage accuracy, we have a few policies intended to reduce the probability of making a mistake in the first place, and to increase the probability of us finding this mistake after it has occurred.
- Take your time. This is not a race.
- Take at least a five-minute break (away from your computer) every 45 minutes of data-entry. This is not an option; it is a requirement.
- If you are unsure of how to handle a situation, ask your Supervisor.
- Never delete a record. No one has authority to delete a record unless directed to do so by the Project’s President.
- We double and even triple check data entry. When you do make a mistake we are very likely to find it on our checking procedures.
====Procedure====
===1. Set Defaults in Donor Perfect===
Set defaults by clicking the Set Defaults icon (A Hammer, Screwdriver and Wrench) from your tool bar
1) Select Gifts
1) On the next screen set the fields that won't change in the stack of mail you’re entering.
1. Date of Gift = the date stamped on the envelope.
2. Amount of Gift = Leave Blank
3. Check Number = Leave Blank
4. Bank Code = Leave Blank
5. General Ledger = Most likely to be set at ‘General Support’ unless a member has ear marked it for a particular Department/Project.
6. Solicitation = The code in the lower left corner of envelopes with our logo on the outside. If it is not a PVS envelope, choose UNS07 (Unsolicited Member Donation, 2007)
7. Type of Gift = Okay to set as check, just don’t forget to change this field for a credit card, cash, or freebie. (Freebies get a blank field.) Do not enter a credit card as ‘Credit Card - Insta-Charge’
8. Sub-Solicitation = Currently, we only use R, F, N, and D.
R: First non-fundraiser donation of the year
F: A donation in response to a fundraiser (F1-06, F2-06, F1-07)
N: New Member/first donation ever
D: Any donation that is not a response to a fundraiser and not their first donation of the
year.
9. Thank You # = If you click on the magnifying glass, a list pops up that
will explain what each thank you # corresponds with. If you need more of an explanation, see FAQ For Checking ask your supervisor.
01: Renewal/first gift TY 2007 (7-1, 7-2, 7-3, 7-4)
08: New Member
11: New Member Freebie
12: Freebie Renewal
13: Recipient of Gift Membership
16: Giver of Gift Membership
17: Second Gift/Non-Fundraiser
21: Third Gift/Non-Fundraiser
30: F1-06 Arizona Office Fundraiser - March
35: F2-06A/B Advertising Fundraiser
36: F1-07 Key Votes Fundraiser
37: Corporate Matching Gift
DT: Do Not Thank (the reason should be in the
Narrative and Gift Notes)
10. Gift Solicitor = Leave Blank
11. Thank-You Date = Leave Blank
12. Fair Market Value = Leave Blank
**Leave Everything Below Fair Market Value Blank**
Not changing defaults is the most common cause for mistakes in Data Entry. Contributions are sorted by solicitation code, however, you need to make sure that your defaults still apply. Just because a gift comes in a 6D envelope does not mean it is a 6D, sub solicitation is “R” or “TY” should be 01. Determine if it is their first gift of the year (R) by looking at their Gift History. Check that it is a 6D by checking that the insert matches the envelope, and, if they should receive a TY01.
===2. Review and Code the Contents of the Envelope===
Always remove the entire contents of the envelope when doing data entry.
Inspect the envelope, insert, check and any other mailed items for concerns, comments or requests.
a.Write the amount of gift, check number (if applicable) and your initials.
IMPORTANT -- All donor comments, concerns and requests MUST be addressed. Remember these are the people paying for your bed and food. Let’s keep them happy
b. When a comment, question, or request is present, read it to determine the appropriate action (See FAQs for common comments and courses of action)
**Place all of your writing concerning member notes to the left of our address**
c. If the Member requests information on Volunteering write “MII” left of the envelope address label
If they are requesting information for student internships write “NII”
d. If the comment is addressed to Richard, write “Note for RK” and write the following information on the envelope: Date of First Gift, Total number of gifts, Total amount of $ contributed (click on the icon with bills and coins to find this info), anything in the narrative, any important flags (AMB, CMG, MJD, BRD, VOL, WIL, CON, INT, FST). If there is too much info in the narrative to summarize, print out an “information sheet” for this individual and staple it to the contribution envelope.
e. If there is a request write "Requests ____" Ex. Requests VSDM
f. After every batch date or the end of the day (whichever comes firs):
i. Give all envelopes with “MII” or “NII” to the designated person in Human Resources.
ii. Give all other comments, concerns and requests to the Membership Director.
**VITAL!!! If a donation is provided make sure you enter the donation before giving the envelope to Human Resources or the Membership Director**
===3. SEARCHING FOR MEMBER'S RECORD===
DonorPerfect searches for criteria from left to right in any given field. Ex: If you type “Smith”, DP will return all records beginning with “Smith” such as Smithton, Smithers, etc. This can be both very helpful and very frustrating as you will see. Sometimes less is more.
Locate the Appropriate Record
a. Click on the “Add/Edit” icon (Folder with two people on the cover) to search
b. When searching for a record you can search by last name, address, phone number, or optional line
i. “Last Name” and “State” searches are typically the quickest. In California, New York, or with common names (such as Smith or Jones) entering data in the “First Name” or “City” field can quicken the search
ii. address searches can be useful in certain situations. When searching by address only include the numerals of the address and the state.
iii. If you have difficulty locating an individual’s record, see FAQs
iv. If there is more than one record for an individual, refer to FAQs
c. Select the appropriate record from the screen
i. Use the direction keys or the mouse to highlight the correct record
ii. Press enter, use the mouse to press “Edit” or double click on the highlighted record
d. If the donor does not provide a return address on the envelope, write the **Name** and **State** of the donor in the space provided for a return address. We do this to ensure that Data-checkers are able to find this record. If you cannot find the record with the information you write on the envelope, provide more info.
e. When the “Main” screen of the record appears, check whether “Record Type” says “INA” for an inactive member.
i. If so you have the incorrect record and you need to start your search over
1. If you have trouble exiting the record - a message regarding a reason for “do not mail” appears. In the “Reason” field, mark an “IA” for inactive. You should than be able to exit the record.
f. When the “Main” screen appears also check to see if there is writing in the “Narrative”
i. The “Narrative” is the open book icon in the toolbar. This is where membership staff and interns are able to write comments about the record. If there are comments a hand with a pencil will appear in the book.
**Always check the narrative before modifying any information in the record.**
ii. Typical things that are in the narrative
1. Old addresses, phone numbers and e-mails
2. Indication of how and when we responded to requests, comments or concerns
3. Dates when members volunteered at the ranch
4. “No Phone Solicitations” or “Do not call”
5. Any information we have that sheds light on an individual
** Use the narrative to explain your actions -- err on the side of too much information**
Simply press the F5 button than write your comment.
ALWAYS press F5 so we know who entered the comment
***If you are unsure about anything ask your Membership Department Supervisor
===4. CHECKING CORRECTNESS OF MEMBER'S INFORMATION===
Check all Member information for correctness
a. Hierarchy of Information
i. When inconsistencies arise between information on the insert, envelope and check:
1. Information supplied on the insert is the primary source. Address return labels are secondary and checks are a last resort
2. Check the Narrative for clues or information
3. If your actions are questionable (if someone opening up this record without the envelope and/or check in front of them will be confused), explain your actions in the narrative
c. Explanation of Salutation Policy (Name, Title and Dear)
ii. IMPORTANT - Only change the Name, Title or Dear fields according to the Salutation Policy and after consulting the narrative
iii. Only the primary member is to be addressed in the “Last Name” and “First Name” fields
1. We seldom place “John & Jane” in the “First Name” field because “First Name” is singular.
2. “Dear” needs to refer to the donor or donors by first name, unless otherwise noted in the narrative.
iv. How to determine primary member? **Remember the hierarchy of information**
1. Typically the individual who signs the check or credit card is the Primary Donor
2. If both spouses names are written on the insert, both appear on the address return label, or one spouse signs the check while another appears on the insert or label, then address both in the “Title” and “Dear” fields.
Examples: Address label is “Mr John Smith”, Insert says “Jane Smith” and the check is signed by “Jane”, then “Title” = Mrs, “Dear” = “Jane”
3. Check the narrative
Most people are not too picky, but some people are extremely picky, so we walk a fine line.
v. A spouse, whether active or not, should be placed in the “Spouse” field.
1. Inactive spouses, not on insert or label, should not be addressed. Ex: Ms Jane Smith is on the label, insert and signs the check but she shares an account with John Smith. Title = Ms, Dear = Jane and John is placed in Spouse.
vi. Never do the Following
1. Mr & Mrs Janet Smith
a. In 99.9% of cases, the preceding salutation is grammatically and legally incorrect. It also upsets people.
d. Explanation of optional line/cross reference policy
a. If the envelope or insert contains individuals with separate last names, we need to figure out if the gift is from both individuals, or just one of them
b. If the gift is coming from both individuals - i.e. both names are written on reply card, both names on return address-
i. The records MUST be cross-referenced. Place one name in the “First Name” and “Last Name” fields (typically the person signing the check). Add the 2nd individuals name to the optional line (ex “Frank Allen”), click the cross-reference button on your toolbar, answer “no it is not an organizational name,” and the cross-reference will be created)
ii. Make sure that both individuals are addressed in the salutation. For example, Dear = Jane & Frank
c. If it does not look as though both people are active members, make sure the record only lists the actual contributor. Place the other person’s name in the narrative with a brief explanation so that it will not be questioned later. If the non-member’s name is listed in the optional line, delete it. Also delete the cross-reference from the “address” tab.
e. Address Abbreviation Policy
a. All address details should be abbreviated. Including PO Box (Not Post Office Box)
b. Check confusing addresses at USPS.com. Also check for the proper way to title something (Apt vs # vs Building, etc)
c. If a member explicitly states that they wish for us to spell out their full address (yes, this has happened,) do as directed by the member and place a note in the narrative.
d. NEVER use periods in any field. Including “address”, “title”, “salutation”, etc. If there are periods anywhere in the record, please delete them.
f. Phone, e-mail and fax information
a. Click on the Telephone Icon or Press Ctrl T to check phone, e-mail and fax numbers
b. To enter a phone number use the mouse to check “Mask?” before entering the numbers
i. You must indicate “Phone Type” in order to exit this screen
c. Please remember to check the phone information. We need to update emails frequently so we do not get a lot of failed emails.
**If you are unsure about anything ask your Membership Department Supervisor**
===5. RECORDING A GIFT===
IMPORTANT!!! Ensure that your default settings (tools icon) are appropriate for your particular gift
(Failure to change default settings is one of the MOST common mistakes!!!)
Note on batch numbers: In DonorPerfect, the current batch is considered to be Batch 0. So we just finished batch 1537, and are on batch 1538. All the gifts that we enter are automatically given batch number 0, and when we close the batch, anything that the system gave a 0 will be given batch number of 1538, but not anything that a user gave a batch number of 0.
So what can happen is this: you've got a donation that, for whatever reason, isn't in the current batch but you want it to be. If you give it the current batch number (1538) it's not going to be in "current batch" (batch 0) when you check the batch. So you give it batch number 0 -- but when you update the batch number, that contribution stays as batch #0. Now there's a phantom donation floating around, throwing off your tallies and counts and generally making a nuisance of itself until you figure out six months later which batch that $45 contribution from Jan Strausser actually belongs to. To fix that, you need to go to the contribution in question and change its batch number to the appropriate value.
2. Click on the “Gift” tab to enter the Gift screen
a. The donor’s giving record will appear on the screen
3. Use the Mouse to press “Add” on the bottom of the Gift screen
a. If you have a Check (A majority of our donations)
i. Use the Tab button on the Keyboard to quickly move between fields
1. DO NOT use your mouse, it will cause errors
ii. Enter the amount of the check (Donor Perfect will add “.00” automatically), the check number (typically in the top right corner -- Include ALL zeros in the check number. Ex check number 0000687) and bank code (use only the numbers before the backslash). Checks deposited in Tucson should have the letters “AZ” appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
iii. On the back of some envelope inserts members are given the opportunity to earmark their funds. If the member chooses to earmark their funds, choose the specified program from the “General Ledger” field
1. See FAQs for what to do if more than one earmark box is checked /splitting a gift
iv. After entering the check information ensure that you have the correct date, general ledger, solicitation code, sub-solicitation and thank you (Remember your defaults) then press “Done”
v. Watch the sub-solicitation
1. All Fundraisers, including first gifts for this year, are “F”
2. New Members = “N”
3. First gift of the renewal cycle (non fundraiser) = “R”
4. All gifts that are not a first gift, new member, or fundraiser = “D”
vi. Write your initials and the total amount of the check on the envelope under the date. Place all contents (except the check) back in the envelope and place in your finished pile
4. How to enter a credit card
**Something brand new**
Do NOT process credit cards on the live-site (use the credit card processor: Cybersource).
The Director of Membership needs to use PayPal Manager to process credit cards. This is an attempt to address traffic and error related issues we have been because we are having a lot of problems
After every batch or at the end of the day, the Director needs to do the following:
13. Print off a “Shipping and Billing Report” from the Verisign/PayPal Manager site
14. Have someone else ensure the amount the donor intended to donate corresponds exactly to the amount each donor’s credit card was charged
15. Have this person also check that the credit card donation was properly entered into DonorPerfect
**Following is how to process credit cards via the live website. This should only be done by staff when time is of the essence; ie a Hotline call**
a. First process the donation at our website
i. <http://www.vote-smart.org/donate.php?DonationType=membership_renewal>
i. enter in appropriate ID and password (membership staff has this information).
ii.
ii. IMPORTANT - If the credit card will not process: check the number, seek a second opinion when numbers are difficult to read, check the expiration date, check to make sure you have the proper card holder information (First name, zip code, “Jr”, etc)
b. AFTER the credit card transaction is approved enter the donation in Donor Perfect
i. Change “Type of Gift” to Credit Card
ii. Inform the Membership Director that you processed a credit card
5. How to enter an anonymous donation
a. If there is absolutely no indication of where the gift came from - no return address, cash donation, etc., donation should be entered under anonymous at our address in MT.
b. Search for “Anonymous” in the Last Name line
i. Use “John Doe Anonymous” because “Anonymous Anonymous” is so large as to be too slow and error prone
c. Fill in the appropriate gift information and DO NOT give a thank you
d. Write “Anonymous” on the Envelope
6. How to give freebie renewals
a. If a member expresses that they cannot contribute at this time, due to financial or other reasons, a freebie renewal is given.
**Members are also told “to return this insert without any writing, just to let us know you are still there” so if you get an insert that is completely blank or only has contact information written on it and has no check or cash, give a freebie.**
b. Leave “Amount of Gift” at $0
c. Change “Type of Gift” to a Blank
d. Change “TY” to Freebie Member Renewal Thank You (TY#12)
e. Under the date write your initials and a zero with a slash through it
**If you are unsure about anything ask your Membership Department Supervisor**
===6. WHEN YOU DO A BATCH UPDATE===
7. All envelopes that were Credit Cards, had Comments (including those to Richard), or Requests need to be sortedand given to the Membership Director
8. All envelopes with MII or NII need to be sorted and given to Human Resources
9. Double check each envelope to ensure no comments, concerns or requests were missed
a. HINT -- It is easier to do this after each deposit then the end of the day
10. Rubber band all other entered envelopes and place them in the appropriate “To be Checked” box.
11. Return all checks and non-entered envelopes to the safe
====F.A.Q.====
1. What to do if an envelope comes back “deceased”
a. Remove “MEM” from flags field
b. Add “INA” and “DEC” to flags field to indicate that they are deceased and their record is inactive
c. Check the “do not mail” box and in the reason field, add “DE” for deceased
2. Anonymous Donation
a. If there is absolutely no indication of where the gift came from - no return address, cash donation, etc., donation should be entered under “John Doe Anonymous” at our address in MT.
b. Remove the thank you
3. What if I cannot locate someone’s record?
a. If you have searched by last name and state and have not been able to find the record, try the following
i. Search for the last name and first few letters of the first name only
ii. Search the numerals in the address and the state
iii. Search last name only (if it is a common name, no need to try this)
iv. Search the city and state listed
b. If you still cannot locate the record, set aside for the Membership Director
4. What if we have more than one record for the same person?
a. Write “duplicate” on the envelope and give to your Membership Department Supervisor.
5. How/when to give a freebie renewal
a. If a member expresses that they cannot contribute at this time, due to financial or other reasons, or sends a card back blank or with contact information only (no donation), a freebie renewal is given
b. To give a freebie renewal
i. Change “TY” to freebie renewal TY, #12
ii. Change “type of gift” to blank
6. What to do when someone requests to be removed from the mailing list
a. **DO NOT delete this record**
b. **DO NOT mark as “Do not Mail”**
c. No one has authority to remove people from the list except the Project President
d. Write “Req to be removed” on the envelope and give to the Membership Director
7. What to do when the insert does not correspond to the envelope solicitation code
a. Gifts should be entered according to what “caused” the gift.
b. An insert is typically the determinant, especially if it has writing on it = expressed will of the donor.
c. If numerous inserts are in the envelope, take the most recent solicitation (6D over 6B)
d. When a Fundraiser insert arrives in a renewal envelope, it is a fundraiser. If a renewal insert arrives in a fundraiser envelope, it is a renewal. Ask the Director if you have a question on a particular gift.
e. If the correct insert is not indicated on the envelope, mark the correct solicitation code
f. Ex: 5A insert arrives in F1-05 envelope. Solicitation is 5A and the solicitation code on the envelope should be changed to 5A
Ex2: F2-06A insert arrives in 6F envelope. The insert has the “$55” box checked. The member also writes the following on the insert “DO NOT use for advertising. This is a donation to the general fund.”
This gift is 6F because the will of the donor is to NOT fund the advertising campaign. All money coded “F2-06A” legally MUST go to Advertising. Follow the will of the donor.
8. What to do when more than one insert arrives in an envelope
a. Case 1 - Envelope includes a fundraiser reply insert and a renewal reply insert and specifies a gift amount for each
- Enter the two gifts separately, each under the appropriate solicitation.
- Remove the TY from the fundraiser
- Indicate on the envelope the solicitation code of the two contributions
- Set aside so that when we run the TY, we can add a PS (also thank them for their gift to the fundraiser)
b. Case 2 - Envelope includes a fundraiser reply insert and a renewal reply insert, but no amount is indicated on either insert
- Enter the two gifts separately
- Split the amount evenly between the two solicitations
- Remove the TY from the fundraiser
- Indicate on the envelope the solicitation code of the two contributions
- Set aside so that when we run the TY, we can add a PS also thanking them for their gift to the fundraiser.
9. How to split a gift between multiple programs
a. Each gift to a specific program is to be recorded separately with the general ledger indicating which program the gift is to be attributed to
b. If the donor indicates the amount to be appropriated to each program, enter as directed. If not, split the amount evenly
c. There is a “Split Gift” Option in DonorPefect. Use it.
10. Different last names provided on the same contribution
a. If the gift is coming from both individuals - i.e. both names are written on reply card, both names on return address -
i. The records MUST be cross-referenced. Add the 2ndindividuals name in the optional line (include their title if they have one), click the cross-reference button on your toolbar (answer “no it is not an organizational name”, and the cross-reference will be created
ii. Make sure that both individuals are addressed in the salutation. For example, Dear John & Jane
Example: Insert says “Smith/Johnson” and the check has “John Smith” as well as “Betty Johnson” as authorized agents on the account. “First Name” = John, “Last Name” = Smith, “Title” = Mr, “Optional Line” = Ms Betty Johnson” Salutaion = “John & Betty”
b. If it does not look as though both people are active members, make sure the record only lists the active member, and put the non-active name in the narrative so that it will not be questioned later
11. What TY letter do I send?
a. In the gift screen, you may look at descriptions of all of the TYs by clicking on the magnifying glass icon next to the field. If you are still unsure, ask the Membership Director
b. Second Donation this year (non fundraiser)
i. If a member sends a donation after they have renewed for the year and the donation is NOT in response to a fundraiser, make “Sub Solicitation” = D and give “TY#17”
ii. If a member’s first donation for the year was in response to a fundraiser, then they gave a “second gift”, this is a renewal and gets TY01.
iii. Basically you should NEVER take into account fundraisers when looking at the TY01 vs 17 vs 21 letters for a gift.
1. Ex: If someone gives to two fundraisers then gives a third gift, this third gift gets TY01 because the language of the fundraisers says nothing about renewing.
c. Third Donation (non fundraiser)
i. “TY#21”
d. Monthly or BiMonthly Contributor
i. Some individuals give a contribution monthly or every two weeks
ii. Every donation after the third (as long as it is not for a fundraiser) “Sub Solicitation” = D and “Thank You” is blank. Ex. January 5 an unsolicited donation of $10 is received, Sub = R, TY = 01. February 5 $10 unsolicited arrives, Sub = D, TY = 17, March 5 $10 arrives, Sub = D, TY = 21, July 1 $10 arrives “TY = ___. (Not 99, just leave blank)
e. Indicate the donor’s giving routine in the Narrative
12. What to do when “Do not Mail” is checked but no reason is given
a. Check the giving record to see if the member is inactive
i. If so, place INA in “Flags” and place “IA” in the “Reason” field.
b. If the member appears to be active (gave in the last five years) ask your Supervisor
Remember
All notes, requests & concerns must be addressed in some manner
c. Common Concerns, Comments or Requests (The appropriate code should be written on the address label to the left of “Project Vote Smart.”
ii. The Member requests information on Volunteering = MII
iii. Information for student internships = NII
iv. If the comment is addressed to Richard = Note for RK and the proper info
v. If the donation is for $300 or more = MJD
1. Ensure anyone who gives a cumulative $300 or more in a renewal cycle (typically Dec 1 to Nov 30) is Flagged “MJD” in addition to MEM
vi. Why are you not approved by the Better Business Bureau? = BBB
i. I want a VSDM or Reporter’s Source Book = ____Request
ii. Referring a friend = Ref
iii. Most all other notes simply have “Note” though there may be more detail
Some examples:
iv. I already renewed = Note
v. Request to be removed = Req to be removed
vi. Positive Comment for Richard or Staff = Pos Note
vii. Negative Comment = Neg Note
viii. Apology for giving a small contribution, fixed income, we are retired, health concerns, etc. = “Too little”
ix. Suggestion = Suggestion; Question = Question, etc.
x. ALL comments must be addressed. If ANYTHING has not been addressed set it aside and give the envelope to the Membership Director
See the document
“Thank_You_Policy_Update_Erin” for more details
Deletions:
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Proper Membership Department Data Entry is vital to the existence of Project Vote Smart. It is through this department that the majority of PVS income flows. Much of the mail that goes out to members is at the [[Sandbox bulk mail rate]] which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will likely lose contact with this member. Entering a [[Sandbox New Member]] should be done very carefully and double checked. If a member
Additions:
Proper Membership Department Data Entry is vital to the existence of Project Vote Smart. It is through this department that the majority of PVS income flows. Much of the mail that goes out to members is at the [[Sandbox bulk mail rate]] which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will likely lose contact with this member. Entering a [[Sandbox New Member]] should be done very carefully and double checked. If a member
Deletions:
Data Entry
Proper Membership Department Data Entry is vital to the existence of Project Vote Smart. It is through this department that the majority of PVS income flows. Much of the mail that goes out to members is at the bulk mail rate, which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will likely lose contact with this member. Entering a new Member should be done very carefully and double-checked. If a member
No Differences
Additions:
Data Entry
Proper Membership Department Data Entry is vital to the existence of Project Vote Smart. It is through this department that the majority of PVS income flows. Much of the mail that goes out to members is at the bulk mail rate, which will not be returned to the office. Therefore, if we make one mistake (mix up numbers in the zip code, drop a number from the address, or enter the wrong state) we will likely lose contact with this member. Entering a new Member should be done very carefully and double-checked. If a member
