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Middle Tennessee State University Banner Alumni/Advancement System Procedures Manual

CONSTITUTENT PROCESSING

ADDING A NEW PERSON IN BANNER PAGE MAKING A PERSON A CONSTITUENT PAGE ADDING TO OR REMOVING A SPOUSE ON A CONSTITUENT RECORD PAGE ENTERING COMBINED MAILING AND SALUTATION INFORMATION PAGE CHANGING AN ADDRESS PAGE ENTERING EMPLOYMENT INFORMATION PAGE CHANGE OF PHONE NUMBER PAGE CREATING OR CHANGING CHILD/RELATIVE DATA PAGE MAILINGS PAGE ADDING ACADEMIC INFORMATION PAGE ADDING ACTIVITY CODES PAGE CREATING CONTACT/COMMENT INFORMATION PAGE ADDING AN ORGANIZATION IN BANNER PAGE ADDITIONAL INDIVIDUAL/ORGANIZATION BANNER FORMS PAGE

CAMPAIGNS AND DESIGNATIONS

CAMPAIGNS CAMPAIGN SOLICITATION TYPES PAGE CAMPAIGN AND DESIGNATION QUERY FORMS PAGE OPTIONAL CAMPAIGN FORMS PAGE DESIGNATIONS PAGE ADJUSTING DESIGNATIONS PAGE

Page: 1 4/8/2018 Middle Tennessee State University Banner Alumni/Advancement System Procedures Manual

PLEDGES

ENTERING PLEDGES PAGE CONDITIONAL PLEDGES PAGE PLEDGE/GIFT DEFAULTS PAGE PLEDGE SOLICITATION TYPES PAGE PLEDGE INSTALLMENTS PAGE ASSIGNING HARD AND SOFT CREDIT PAGE PLEDGE AUXILIARY AND PLEDGE ASSOCIATED IDS PAGE ENTERING MASS PLEDGES PAGE ADJUSTING/VOIDING PLEDGES PAGE PLEDGE ACKNOWLEDGEMENTS PAGE

ENTERING GIFTS PAGE GIFT AUXILIARY AND GIFT ASSOCIATED IDS PAGE ADJUSTING GIFTS PAGE CASHIERING SESSIONS PAGE GIFT QUERY FORMS PAGE

MATCHING GIFTS

CREATING ANTICIPATED MATCHING GIFT WHEN EMPLOYEE’S GIFT IS RECEIVED PAGE MANUALLY CREATING ANTICIPATED MATCHING GIFT PAGE ENTERING MATCHING GIFT FROM EMPLOYER PAGE

ADDING A NEW PERSON IN BANNER

New persons are entered in Banner when they: (1) are alumnus and are not in the system; (2) donate money to the University; or (3) are on a formal mailing list. If alumni are not in the system, the information is captured from student records. Alumni are also added from information obtained from the Records office (i.e., requests for transcripts, etc.) and at the request of Alumni Relations (i.e., not a graduate of MTSU but have taken classes).

All name, address and telephone information is shared by all Banner systems. It is critical that a thorough search be performed before adding a person to the system to prevent the creation of duplicate records. Remember that the % and _ are Oracle wildcards.

ACTIONS/STEPS FORM/ NOTES & HINTS OTHER NOTES PROCESS

From the main page, click on the The vertical scrollbar allows you to scroll Advancement/Alumni module. down through the various Banner systems. The Advancement folder always takes you to the main menu for the Advancement system. Click on the Advancement Individual This opens the individual constituent Menu menus Click on the Advancement Individual This menu contains forms that are used to Data Entry menu add or update information about constituents.

Click on the Advancement Identification APAIDEN If you know the seven character name of a form APAIDEN form, you can always enter it in the Direct Access Box on the menu, and press enter. APAIDEN is used to enter a new individual and contains several areas of information. To perform a name search, tab over to See MTSU Data Standards Chapter 2- the name field and enter the first two or Rules for Clean and Accurate Records and three letters of the person’s last name Chapter 5-General Guidelines for using the % as the Oracle wildcard and Searching press enter to execute your search. If more than one record is found, you will get an extended search box where you can further define your search or you can select someone from the list. If no match, click on the x in the right hand corner to close the extended search window to return to the APAIDEN form. If you wish to have Banner assign an ID GOAMTCH If the ID has a match in the system, a name See MTSU Data Standards Chapter 3 number, click on the Maintenance button will be displayed. You must then Identification Number Standards to generate an ID. Banner will determine if the name is the same as your automatically go to the common entry, or if the two people share the same matching screen. ID. Enter the last name, first name, address See MTSU Data Standards, Chapter 3- type, street, city, state and zip Last, first, and middle names; and Chapter information. 3-Address standards. Save the information.

Banner will check for matches from the populated information. If no match is found, you will be prompted to create the information as new. Click on yes if no matches found. Banner will give a message that an ID, APAIDEN biographical record and address record have been generated. Click OK, and you will be returned to the Advancement Identification form. Enter a Prefix and/or suffix. Press See MTSU Data Standards, Chapter 3- Prefixes and Suffixes and Appendix 4 Enter the preferred name (optional). See MTSU Data Standards, Chapter 3- Press Preferred first name Enter the full legal name, if different. Enter the code describing the marital Many fields in Banner have certain codes status of the person. To see a list of that must be used. These fields will have codes, double click within the Marital an associated button to provide a “LOV” Status field (or use quick key F9). You for you to select from. can select a value from the list by highlighting the value and double- clicking, or pressing the OK button. Save the information (quick key F10). The status of updated or changed Banner will generate an ID. information will appear at the bottom of the screen.

If Alternate ID is desired, select the You may or may not enter an alternate ID. Alternate Identification Tab (optional). It is advisable to do so since this is a searchable field. For an alternate ID, use the social security number. This will make the social security number searchable, but it will never be displayed on the screen. Alternate names will also appear on the search screen indented underneath the legal name. Go to Change indicator and specify if the alternate will be a name or an ID. Depending on what indicator you For example, to enter an alternate ID, choose, the information will default to select ID in the change box. The form will the name or ID. Enter and save the default to the ID field where the social remaining information. security number can be entered. If name is selected, the form will default to the name fields where a nickname, etc., can be entered. Click on the Address tab to add the A new window of APAIDEN will open to See MTSU Data Standards Chapter 3- address information. The city, state and allow you to add and view multiple Address Standards zip will already be populated if this addresses. information was entered in GOAMTCH. Street line 1, city, state and zip are the only fields required by Banner. Enter a start date for the address, or Banner will default to today. Use end address only to end the address or when the address is seasonal. Enter the address type from the “LOV.” Every address must be associated with an See MTSU Data Standards Appendix 1 Address Type code. Enter county code from “LOV.”

Add nation information if required. DO You can double click in the nation field to NOT add a nation code for US addresses view a “LOV” Enter the telephone type from the “LOV.” Add a Telephone Area code in the first Phone numbers will usually automatically See MTSU Data Standards Chapter 4- Phone field. When entered, the cursor be associated with an address. If a new or Telephone Standards moves immediately to the next field. different association is needed, double Add the 7 digit phone number without a click in the Type field to view a list of hyphen. telephone types to the Source field and add a You can double click in the Source field to See MTSU Data Standards Appendix 6- code that describes how the address view a “LOV.” Address Change Source of Information information was received. Save the information. Notice that your username and today’s date are stored with the address information. You can add additional addresses in this Banner allows only one active address per form by pressing the Insert Record icon address type. If you wish to add a new on the toolbar (or quick key arrow address of the same type, you must first down), and entering the new address inactivate the older address information by information. entering an end date and saving the information. You can use the vertical scroll bar to scroll through the addresses. The and arrows will scroll through multiple address records. The telephone number entered under the For more than one permanent number, you See MTSU Data Standards Appendix 10- address tab will default as the primary can check the primary box for the preferred Telephone Types telephone number. Additional telephone number. numbers can be entered by going to the next record and selecting telephone type from the “LOV” fields.

Go to the e-mail tab. Enter a code to See MTSU Data Standards Chapter 4- describe the type of e-mail address. Email standards and Appendix 11-Email to the E-Mail Address field and address types add the address. If a person has more than one e-mail Display on web is part of self-service. address, double click in the Type field of the next record to add a second entry. Website addresses can also be stored in this location. You can mark one of the entries as the preferred e-mail address for this person by clicking the Preferred check box in the appropriate record. Save the information Go to the biographical tab and enter any See MTSU Data Standards Chapter 4-Birth information you may have. Ex., social date standards security number, gender, birth date, and religion. Save the information.

MAKING A PERSON A CONSTITUENT

Constituent information is required in order for other modules within the Advancement Alumni system to be used.

To make the individual a constituent, go APACONS APACONS is a required form, which to the advancement individual form. distinguishes the record from general records and makes them an advancement individual.

Go to . Note that the name of your new entry is already in the key block. Enter a donor category from “LOV.” This is the person’s relationship to the University. A person can have more than one donor category. Enter a class year if the donor category is Discussion: ALND and year. alumni. If the person is not an alumna, the class year and preferred college will default to 0’s. The college is not required but can be entered in the next tab space. to the Preferred Address field. Click on the Address button and select the address that should be considered as preferred for mailings and other contacts. You can select the address by double clicking on a field. to Income and Occupation and enter any known information. to Parents and enter any known information. Save all information.

ADDING TO OR REMOVING A SPOUSE ON A CONSTITUENT RECORD

Spouse information is changed as a result of contact from the constituent (i.e., telephone call or Phonathon) or a death notice in the newspaper. A fiancé is added to a constituent’s record via a wedding announcement in the newspaper after they are actually married.

Spouse information is always entered on APACONS It is also suggested that we create a APACONS. To enter the spouse, make separate record for spouse. sure the primary contact is in the key *We need to decide if this will be our field. Go to options and select spouse policy. It currently is not. information. Note: Always search for the spouse Always search for a spouse before using search rules. If the spouse is manually entering a name. found, press select to return to the spouse information block with the information. The spouse ID will be in the ID field. If no spouse information was found, enter the name of the person’s spouse, last name, first name, middle name, birth (maiden) name, prefix, suffix and birth date if available. Add Married date and comments if desired. For spouses with ID’s, add a cross Records in Banner can be linked with other reference code of ‘SPS’ in the New records in Banner using Cross Reference Cross Reference field. If necessary, codes. click on Spouse Identification/Addresses in the Options Menu to update the spouse’s marital status and address information on APAIDEN. Save the information.

To separate records due to divorce, use APACONS. Make sure the primary contact is in the ID key block. Go to options, spouse information If the spouse has an ID in Banner, enter a dash in the new cross reference field and save. Note that the current cross reference box is cleared. In the Married To field, enter the date of the divorce if known. This will clear the Current Spouse indicator. If a date is not known, click on the Current Spouse indicator manually to clear it. In the new cross reference field, enter XSP. Save the information. If the spouse does not have an ID in Banner enter the date of the divorce and/or clear the current spouse indicator. Change the marital status and save the information. Update marital status, address APAIDEN Remember to make these changes on both information, etc. on the APAIDEN spouse’s records if they are both screen as needed. constituents. Save the information. Remove any combined mailing or APANAME Remember to make these changes on both address types. (See also, “Entering spouse’s records if they are both Combined Mailing and Salutation constituents. Information.”) Save the information.

Remove the records with the joint APAMAIL salutation and make these changes on the other spouse’s record if the other spouse is also a constituent. (See also “Entering Combined Mailing and Salutation Information.”) Save the information. Review child or relative data and be sure APACHLD both records have the child data linked to each record. Save the information. To change a constituent to deceased, first GUASYST A checkmark indicates that a record exists See MTSU Data Standards Chapter 2- check to see if other offices are affected in that area. Deceased Information Policies by the change by going to form GUASYST. Go to APAIDEN and APAIDEN to the Biographical tab. Click the deceased checkbox and update the deceased date if known. Save the information. The world “Deceased” will display on all Banner forms when this name is entered. Press the rollback button. Note that the word “Deceased” displays on the right side of the key block, next to the person’s name. If the person has a spouse displayed, go to APACONS.

From APACONS, go to , and click on Spouse split credit rules will be cancelled. Information from the Options Menu. In the new cross reference field, enter a Do not uncheck the Current Spouse dash (-). Indicator unless the surviving spouse remarries. If you do, the Spouse’s name will be removed from the key block information.

Save the information. Note that the current cross reference box is cleared. Enter a new cross reference of DSP for This will remove the link between the two Deceased Spouse. records but will establish a cross reference of deceased spouse. Save the information. Go to the address tab in APAIDEN and APAIDEN Be sure to check Previous as well as Next click on the inactive checkbox to records since the form does not necessarily inactivate all addresses for the deceased display the first address when you enter it. person. (The Preferred address is always displayed first.) No changes are made to the marital status of the individual at the time of death. Save the information. A dialog box may display, warning that the Preferred Address is being inactivated. Press ok to acknowledge the message. Go to the Employment History form APAEHIS APAEHIS and then .

If any employer records exist, enter a date in the Date To field to indicate the employment is no longer active. Save the information.

ENTERING COMBINED MAILING AND SALUTATION INFORMATION

To enter combined mailing names and APANAME The default format would be, ex., Mr. & addresses, go to APANAME. Select Mrs. John A. Smith and will be added to Advancement Individual Name tab. both spouses’ records if they each have a Enter the correct salutation for this Banner ID. This is also the salutation used couple both spouse’s records if they are on the envelope. both constituents in Banner. Save the information. Next, go to the APAMAIL form. The APAMAIL cursor will be located in the mailings block. Select the type of mailings the This would be used for inner salutations. constituent should receive from the “LOV”. Select the address type to receive mailings. The date will default to today’s date. to salutations. From the “LOV,” select type of mailing Be sure to enter these salutations under and salutation. Example, casual mailings both spouse’s records if they are both may use first names while formal constituents in Banner. mailings would use Mr. and Mrs. Insert additional salutations, if necessary.

to exclusions and enter information if appropriate. Save the information.

CHANGING AN ADDRESS

Addresses are changed when the constituent notifies the University or when mail is returned with a forwarding address. Constituents may also go online and change address information. Other departments, such as Alumni Relations, also receive requests for address changes from alumni, which are forwarded to Banner users.

Since address information is shared by all systems, certain address types may only be changed by offices responsible for their maintenance, and data entry must follow the standards established by MTSU.

ACTIONS/STEPS FORM/ NOTES & HINTS OTHER NOTES PROCESS Click on the Advancement Identification APAIDEN If you know the seven character name of a See MTSU Data Standards Chapter 2- form APAIDEN. form, you can always enter it in the Direct Address and Telephone Number Change Access Box on the menu, and press enter. Policies

Note: For name changes, also refer to MTSU Data Standards Chapter 2-Name Change Policies. Confirm that the correct ID is in the key block. Go to and then the Address Tab. Determine the address type you wish to Every address must be associated with an update. Use the and (quick key-arrow up or down) functions to review existing records.

Once the address you wish to update is Inactive addresses can be stored in Banner, . displayed, tab to the “to date” field and creating an address “history” for the person. enter today’s date, or the date when the When updating address information, save address was inactive. A checkmark will old address information in case questions of be placed in the inactivate address box. accuracy arise. You cannot have two active addresses with the same type at the same time. Save the information. Perform an function. Enter a start date for the address, or Banner will default to today. Enter the address type from the “LOV.” Every address must be associated with an Address Type code. Street line 1, city, state, and zip are the You can double click within the State/Prov only fields require by Banner. and Zip/PC fields to view a “LOV.” Enter county code from “LOV.” Are we entering county information? Add nation information if required. DO You can double click in the nation field to NOT add a nation code for US addresses view a “LOV.” For cases where we have linked records such as married alumni or married current parents, if we have received an address change from one individual, we cannot assume that both individuals are now residing at the same address. We will need to call or write for clarification prior to changing both addresses. (Ask Gina, Polly and Betsy).

If a new phone number is to be added, Phone numbers will usually automatically enter a Telephone Area code in the first be associated with an address. If a new or Phone field. When entered, the cursor different association is needed, double click moves immediately to the next field. in the Type field to view a list of telephone Add the 7 digit phone number without a types. hyphen. to the Source field and add a You can double click in the Source field to code that describes how the new address view a “LOV.” information was received. Save the information. Notice that your username and today’s date are stored with the address information.

ENTERING EMPLOYMENT INFORMATION

Employment information is obtained from the constituent or through research (i.e., newspaper articles).

ACTIONS/STEPS FORM/ NOTES & HINTS OTHER NOTES PROCESS Access the Employment History Form APAEHIS . (APAEHIS) either through the Constituent Data Entry Menu or by typing the form name in the Direct Access Field.

Once in APAEHIS, perform a Constituent search to locate the correct ID and down. If the constituent’s employer is in the Banner System, perform a “Non- Person” or “Organization” search to locate the correct employer. If the constituent’s employer is not in the system, then enter the name of the employer in the employer field. Any Matching Gift and SIC information that was entered on the employer from AOAORGN will default. (See also entering an organization.) Indicate if the employer is the Primary This is useful when someone has both a Employer of the constituent by clicking fulltime and a part-time job. on the “Primary” indicator field (not required). Enter hours worked, status, from date, Some of these codes are mapped to etc. if available. Matching Gift Employment Status eligibility requirement codes. The “From” and “To” fields indicate the An employment record with a blank To constituent’s length of employment with Date or where the date is later than the the company. Note: the “From” date is system date is considered an active required for Matching Gift Purposes. employment record. to the position field and enter (in free format text) the current position of the constituent if provided (not required).

To create a cross reference between the Note that a cross-reference code can only employer and employee, go to the be established between two Banner “create cross reference” field. Choose records. If an employer is free-form from the list of appropriate cross- entered it will not be assigned a cross- reference relationships between the reference code. employer and employee. To enter additional employers of the constituent, perform an “Insert Record” function. Save the information.

CHANGE OF PHONE NUMBER

Change of phone number is generated when the constituent notifies the University or through Phone-A-Thon records. Other departments, such as Alumni Relations, also receive requests for address changes from alumni, which are forwarded to Banner users. .

Navigate to the APAIDEN form. APAIDEN FAX, Cell phones and other phone numbers are listed here. Locate the name of the individual in the key block. down and select the Changes made to the phone numbers here Address Tab. Overtype the old phone are automatically changed in the telephone number with the new. field located underneath the telephone tab.

Save the information.

CREATING OR CHANGING CHILD/RELATIVE DATA

Child data is updated when the constituent notifies the University or through research (i.e., birth announcement in newspaper). Other departments, such as Alumni Relations, also receive requests for address changes from alumni, which are forwarded to Banner users.

Navigate to the Children Information APACHLD Form. Search for and enter the parent name in the key block. Perform a search (using GUASYST) to see if the child has a record in Banner. If the child has an ID, select the record.

Cross reference the parent to the child at the cross reference code Field using the “LOV” to select CHILD. The household tab will automatically check. Date of Birth and any person information that exists on the child record will default to the form.

Complete any other information as Note: Child cross reference will also needed such as linking the child to the appear on APAXREF screen. other parent record (using the same process). Save the information. If the Child does not have an ID, manually enter the last name, first name and middle initial. Enter the birth date (age will default). and enter other information such as SSN, whether to display information over the web, etc. You can also link the other parent ID to this information if needed. Save the information.

MAILINGS

Enter codes here for what information the constituent does not want to receive.

Navigate to the Advancement Mail APAMAIL Form. Search for the ID and make sure it is in the Key Block.

Under the “Mailings” block, select specific mailings and the address where the mailing are to be sent. Under the “Salutations” block, select the salutation desired for the type of mailing (casual, etc). This is the information that will default to the inside portion of the mailing. Under the “Exclusions” block, select any exclusions (ex., no phone contact) if appropriate. Save the information.

ADDING ACADEMIC INFORMATION

Enter academic information from MTSU or other institutions.

Navigate to the Academic Information APAADEG Form. Search for the Constituent and load information to the Key Block. Go to , “Degrees.” Select the institution from the “LOV.” Enter the appropriate degree code from the search list.

Double click or enter free form the year of graduation (required if degree is from MTSU). College, Department and Major are optional. Save the information. Degree and Departmental Honors and Comments can also be added by performing a function or choosing “Degree Honors and Comments” under Options. Save the information.

ADDING ACTIVITY CODES

Activity codes are entered when known. MTSU has a protocol list that is kept up to date (i.e., city and county mayor, legislators, TBR members, etc.) Athletics and Alumni Relations also request the addition of activity codes for report purposes.

Navigate to the Activities Form. APAACTY Search for and load the ID of the constituent into the Key Block. Go to the . Enter the activity code and comments if appropriate.

Select “Options.” Enter years of Years and leadership will default in the participation and to activity block. leadership roles if appropriate. Save the information.

CREATING CONTACT/COMMENT INFORMATION

Contact and comment information is updated by those who have the most contact with constituents (i.e., development officers). Also notes will be placed in these fields with the date of scanned articles, which are placed on the network server. .

Navigate to Contact Form. APACONT Search for and load Constituent to the Key Block and down. Insert the Contact Type Code. Enter the date that the contact was made.

Search for and load the originator name (the person who initiated the contact with the constituent). Enter the description of the contact. If a call was made on the constituent, additional call report data can be loaded here. Save the information.

If the same contact information needs to APACMAS be applied to numerous records, this can be accomplished through the Contact Mass entry form.

Set up the same form with the originator. Enter the contact, description, and call report if needed. Go to “Options” and select contact IDs. Search and load individual IDs. Go to “Options” and select create general contacts, which will save the information. To enter a comment, navigate to APACOMT APACOMT. Search and locate the constituent and add the ID to key block. Search for and select the ID. The date will default to today or enter date of comment. Enter comment and save data. to subject code and select used. They are valuable when sorting appropriate code from “LOV.” records. Save the information.

ADDING AN ORGANIZATION IN BANNER

New organizations are entered when they make a donation or when they are a matching gift company.

From the Main Menu, click on the The vertical scrollbar allows you to scroll Advancement Alumni Module. down through the various Banner systems. The Advancement button always takes you to the main menu for the Advancement system. Click on the Organization Menu. Click on the Organization Data Entry This menu contains forms that are used to Menu. add or update information about organizations. Click on the Advancement Identification APAIDEN If you know the seven character name of a form APAIDEN. form, you can always enter it in the Direct Access Box on the menu, and press enter.

To perform a name search, place your See MTSU Data Standards Chapter 2- cursor in the name field and enter the Rules for Clean and Accurate Records and first two or three letters of the Chapter 5-General Guidelines for organization’s name using the % as the Searching Oracle wildcard. Press enter to execute your search. If more than one record is found, you will get an extended search box where you can further define your or you can select an organization from the list. If no match, click on the x in the right hand corner to close the extended search window to return to the APAIDEN form. If you wish to have Banner assign an ID GOAMTCH If the ID has a match in the system, a name See MTSU Data Standards Chapter 3 number, click on the Maintenance button will be displayed. You must then Identification Number Standards to generate an ID. Banner will determine if the name is the same as your automatically go to the common entry, or if two organizations share the matching screen. same ID. Enter the organization name, address type, street, city, state and zip information. Save the information. Banner will check for matches from the Names are always entered and stored in populated information. If no match is mixed case. found, you will be prompted to create the information as new. Click on yes if no matches are found.

Banner will give a message that an ID, APAIDEN biographical record and address record have been generated. Click OK, and you will be returned to the Advancement Identification form. Click on the Address tab to add address A new window of APAIDEN will open to See MTSU Data Standards Chapter 3- information. The city, state and zip will allow you to add and view multiple Address Standards already be populated if this information addresses. was entered in GOAMTCH. to the address type. The from Every address must be associated with an See MTSU Data Standards Appendix 1 date will default to today, or you can Address Type code. enter a different date I/A. Determine the type of address you wish to add. Press the Address Type button and click on “Address Types” to view a “LOV.” Enter the first line of the street address. Enter the second and third lines of the street address. If no other lines are needed, to the City field. Add City information. Add State and Zip information. You can double click within the State/Prov and Zip/PC fields to view a “LOV.” Add nation information if required. DO You can double click in the nation field to NOT add a nation code for US addresses. view a “LOV.” Add a Telephone Area code in the first Phone numbers will usually automatically Phone field. When entered, the cursor be associated with an address. If a new or moves immediately to the next field. different association is needed, double Add the 7 digit phone number without a click in the Type field to view a list of hyphen. The telephone number will also telephone types. default to the telephone tab.

to the Source field and add a You can double click in the Source field to code that describes how the address view a “LOV.” information was received. Save the information. Notice that your username and today’s date are stored with the address information. You can add additional addresses in this Banner allows only one active address per form by pressing the Insert Record icon address type. If you wish to add a new on the toolbar and entering the new address of the same type, you must first address information. inactivate the older address information, and save the inactivation. You can use the vertical scroll bar to scroll through the addresses. The and arrows will scroll through multiple address records. Enter any additional information you have about this business on the appropriate tab. For example, additional telephone numbers, email and web addresses. Note: The biographical tab is not used for non-persons. Save all information. Go to the Advancement Organization AOAORGN Header form, AOAORGN using direct access. Go to the . Note that the name of your new entry is already in the key block. Double-click within the Category field to Each record can have multiple donor display a list of donor categories. Select categories, and requires at least one per at least one value from this list to organization. identify the relationship of this organization to MTSU.

to the Business block and enter a business description for the organization in free format text. Enter any other information you have about this company. Ex., SIC code, Tax ID #, etc. Save the information. Click on the primary contact tab and The primary contact should be the person enter any information you have about the you have the most contact with at that primary contact for this business such as organization. the name, position he or she holds with the company and address. Save the information. Go to the secondary contact tab and enter any information you have about the secondary contact for this business, such as the name, position he or she holds with the company and address. If the secondary contact being entered has a Banner ID, tab to the ID field and either enter the ID or perform a person search to retrieve the ID of the secondary contact. If the secondary contact being entered does have a Banner ID and active address(es), tab to the address field, click on the address button and select an address from the secondary contact’s address. This will link an address of the secondary contact to the organization’s record.

Save the information. You can perform an “Insert Record” Each organization can have multiple function to enter an additional secondary secondary contacts of the same or different contact for the organization. types. Click on the Matching Gift tab to enter . matching gift information for the organization. Starting with the matching gift field, enter the highest percentage amount that the company matches. to the “Organization ID” field and enter the ID of the organization whose record you are currently in if it is the matching gift company. If it is not the matching gift company, and another company (such as a foundation or a parent / subsidiary company of the organization) is the actual matching gift company, enter that organization’s ID or click on the organization ID button to perform an organization search in order to retrieve the correct ID. through the “Minimum Amount” field and enter the minimum gift amount that the organization requires its employees to make before the organization will provide a match (only if the company has a minimum gift requirement). Save the information.

If the organization has different AOAMTCH matching rules, uses AOAMATCH to input rules for matching gifts, ratios, etc. This must match employee information. The employee also needs to be cross- APAXREF referenced to the matching gift company or its foundation. If this has not been entered previously, use APAXREF to input the information.

ADDITIONAL INDIVIDUAL/ORGANIZATION BANNER FORMS

To send a message to another Banner GUAMESG user, go to the General Message form. The recipient, date, and system are required information. Indicate whether the message is complete, pending, hold or confidential. Save the information.

To enter information that cannot be APASPUR Users are encouraged to use other forms if entered on other forms, use the Special possible. Purpose form. This is Banner’s “junk drawer.” To enter advancement individual interest APAIGRP This form feeds to self-service. groups, use APAIGRP. The Advancement Prospect Information AMAINFO form can be used to assign prospects to certain people, i.e., Development Officers. Banner will prompt the user on required information. The Prospect Comments form is used to AMACOMT AMAINFO must be entered before make comments on donor/prospect AMACOMT can be used. records.

External ratings may be fed into Banner APAEXRS or entered manually on the external ratings form. External ratings can also be entered on AMAINFO using the external ratings tab. To view an advancement individual and APASBIO This is a query-only form. most of the information contained on his or her record, use the Advancement Individual Summary form. This form is usually referred to as the super bio.

CAMPAIGNS

ACTIONS/STEPS FORM/ NOTES & HINTS OTHER NOTES PROCESS Access the Campaign Header Form. AFACAMP Click the Campaign field drop down arrow to confirm that your campaign was not already created. To create a new campaign, enter the code you want to assign to the new campaign in the campaign field. to the basic campaign header information. Enter the full name of the campaign in Campaign name and type are the only the campaign name field. required fields on this screen. If the campaign should be included in the This will make sure the campaign is donors’ cumulative giving credit, check counted in the giving totals that are viewed the count in giving box. on various query forms. Enter the code in the default designation This should be used when one designation field if you want to default in pledge and is used for the campaign a majority of the gift processing. time. Select allow web pledges and/or allow web gifts if this campaign should be available for constituents to make pledges online.

Enter the start and end dates of the campaign. Enter the monetary amount in the The percentage of campaign goals will be campaign goal field. calculated as gifts are entered. Save the information. Note: After pledges, gifts, and pledge payments have been entered in Banner, the totals on this form will automatically be updated to provide the current status for this campaign. To add mailings associated with a campaign, to the campaign mailings block. Enter the mail code in the mail field or select it from “LOV.” Enter the date the item was mailed in the date field. The activity date field will default. Save the information. To link a designation to a campaign, go AFADESG Each pledge and gift must be assigned to at to the Campaign Designations Form. least one campaign and one designation. You can associate an unlimited number of designations with a campaign and can add a new one at any time. You can also associate a designation with more than one campaign. Enter the campaign code or select it from the “LOV.” and enter the code of the designation you want to associate with this campaign or select it from the “LOV.”

Enter the monetary amount you are The total goal assigned to all of the trying to raise for this designations cannot exceed the campaign designation/campaign combination in the goal. goal field. If more than one designation should be associated, enter the designation code and monetary amount for each by using the insert record function to generate additional lines. Save the information.

CAMPAIGN SOLICITATION TYPES

To track solicitations associated with AFACSOL By attaching solicitation types to pledges campaigns, use the campaign solicitation and gifts, you can analyze the results of type form. each solicitation effort to determine what methods are most successful. Enter the campaign code in the campaign field or select it from the “LOV.” to the type field and select it from the “LOV.” Enter the monetary amount that you are The total goal assigned to all of the tying to raise for this solicitation types cannot exceed the solicitation/campaign combination in the campaign goal. goal field. To enter additional solicitations, enter additional types and amounts.

Save the information.

CAMPAIGN AND DESIGNATION QUERY FORMS

To view a list of campaigns, use the AFCCAMP campaign list form. It lists the campaign’s name, type, whether or not the campaign is a capital campaign, goal, and amount received. The designation within campaign list AGCDESG form displays all designations associated with a campaign. The solicitation type within campaign AGCCSOL list form displays all solicitation types associated with a campaign. To view designations by fiscal year, use ADASUMM the designation fiscal summary form. To view pledge information for a ADAPLDG designation, go to the designation pledges form. To view gift and pledge payment ADAGIFT information for a designation, go to the designation gifts form. To view a list of existing designations, ADCDESG go to the designation list form. To view a summary of pledge and ADADESG gift/payment information, go to the designation form.

OPTIONAL CAMPAIGN FORMS

The campaign expense form will AFAEXPN maintain expenses associated with a campaign. Expenses entered here do not affect your finance system. The campaign solicitor organization AFACORG form allows you to add and maintain solicitor organizations that are associated with a campaign. The campaign solicitors form allows you AFACSLT to track the overall results of solicitors within a solicitor organization. The campaign comments form allows AFACOMT you to add and maintain free-format comments about a campaign. Historic information may be kept here.

DESIGNATIONS

Use the designation form to create ADADESG You can attach information to designations within a campaign. designations, such as the VSE code, designation type, designation group,. college, and department that can be used for reporting purposes. A designation in Banner equates to a fund in the finance system. Every pledge and gift must have at least one designation. Click the drop down arrow next to the Designation field to confirm that your designation was not already created. To create a new designation, enter a code for the new designation in the designation field. and enter the full Name, type and VSE codes are the only name of the designation in the name requirements on this form. If the name is field. too long, use the comment field. Select the restrict check box to prevent When the restrict box is checked, it any adjustments to gifts or pledges made overrides any rules established on the prior in prior fiscal years. year adjustment rule form (AGAADJR). Click the allow web pledges and allow web gifts if you want constituents to make pledges and gifts online. Enter the college code or select from If the designation is not associated with a “LOV.” college, then bypass this field.

Select the appropriate code in the type field. Enter the VSE code. Enter a start and end date if appropriate. The status code defaults to active, or you can select another option from the “LOV.” Enter the designation group code in the The group code can be used to identify group field or select it from the “LOV.” certain designations for special purposes for reporting (for example, to identify those for the foundation versus university designations). Enter the department code. The department code can be used to identify a department within a college that the designation is tied to. Save the information. Go to the finance information tab of the designation form to link designations to your finance system. Indicate the chart of accounts that you are using and assign the proper FOAPAL (Fund, Organization, Account, Program, Activity, Location) and COA (chart of accounts). Go to the designation ID tab and enter the designation ID type code in the type field, or select it from the “LOV.” Enter the person, non-person, organization or constituent that you are associating with the designation in the ID field.

Enter the status of the relationship between the ID and the designation in the status field. Enter a start and end date if appropriate. Click the search icon for the address type to select the appropriate address type to use with the corresponding ID. Enter free format comments regarding this relationship. Go to the attributes tab and enter the Designation attributes are used to store designation attribute code or select it unique information about a designation. from the “LOV.”. Select the financial aid funds tab to Tracking will occur if SCT Banner assign financial aid funds to a Financial Aid is installed. designation and track financial aid awards and disbursements. Click on the class years tab to associate the designation with one or more class years and enter the appropriate class year. Save the information. To store any additional information ADACOMT regarding the designation, go to the designation comments form. Enter the designation or select it from the “LOV.” and click on the originator field to view a table that lists staff and select the appropriate code. Check the confidential block if the Only designation comment supervisors can comments should remain confidential. view comments marked as confidential.

Enter the comments in free form text. Save the information. Enter a subject for the comment in the subject field or select one from the “LOV.” Save the information.

ADJUSTING DESIGNATIONS

Enter the designation code in the ADAADAJ designation field, or select it from the “LOV.” and enter the adjustment type code in the adjustment field. Enter the monetary amount of the For an adjustment that decreases the adjustment in the amount field. balance, enter a minus (-) sign in front of the amount. Enter the date of the adjustment in the date field. The fiscal year will default based on the date entered. Enter a comment in the comment field, which indicates why this adjustment is necessary. Save the information.

ENTERING PLEDGES

ACTIONS/STEPS FORM/ NOTES & HINTS OTHER NOTES PROCESS Access the pledge form. AGAPLDG Enter the ID of the constituent or An ID must be a constituent or an organization whose pledge is being organization in the SCT Banner entered. If the ID is unknown, perform a Advancement system before pledges can constituent/ organization search. be posted to the ID’s record. The word “Assign” should be entered in The pledge field in the key block will the pledge field. usually read “Assign.” This indicates that Banner is ready to accept a new pledge. After the pledge has been entered, Banner will assign a pledge number. Banner generates pledge numbers sequentially. and enter the amount Amounts should be entered without the of the pledge in the amount field. dollar sign. The decimal point should be used only when needed. Banner will automatically default to the current date, but this field can be overwritten with the actual date the pledge was made. Enter the type of pledge being made in Pledge type codes indicate the way the the type field. pledge will be reported on the VSE report and how the pledge will be fed to the Finance system.

In the pledge class field, select an You can have up to three pledge class appropriate pledge classification if one codes. exists (i.e. anonymous, in honor of, memorial). This field is optional. The pledge status field will default to “A” for active pledge. Enter the appropriate code for when reminders should be sent out in the remind field, or it may be left blank. Enter a code in the category field to indicate whether or not a pledge is conditional. If the pledge being entered will be paid When payments are made on third party by another (third) party, you can use the pledges, form AGATPAY is used. vehicle code to indicate this. Enter any appropriate comment concerning the pledge in free-form text in the comment field. Save the information. to the Campaign/ Designation window. Click the code field drop down arrow to You do not need to enter the amount when select the appropriate campaign. only one campaign and one designation are being entered. Click on the code field in the campaign To apply an amount to a designation, the designation section and select the code designation MUST be associated with the for the appropriate designation. campaign in the previous block. Save the information.

To enter a pledge to multiple designations within the same campaign, arrow down to navigate to the next line and select another designation. Apply the correct amount to each designation. If the pledge is being applied to multiple campaigns, return to the campaign block. Perform a next record function to enter the second campaign. Enter the amount to be applied to this When multiple campaigns and campaign. Only one campaign will designations are used, make sure you apply display at a time, however the total the correct amount to each combination. If amount applied to all campaigns will the total amount applied to the campaign display in the total field. and designation does not equal the amount of the pledge, you will not be allowed to close the form until the amounts balance. Save the information.

CONDITIONAL PLEDGES

If the pledge is conditional, Banner will AGAPCON automatically navigate to the pledge conditions form.

Double click in the condition type field to view and select the correct condition for this pledge. Verify that the conditions not met You can access this form again when indicator is set. conditions have been met to update this indicator. Add a date to the conditions expected to be met field, if known. Add a free-form text comment in the While not required, failure to add a pledge condition text field. comment will generate a warning message when you save the record. If multiple conditions exist, you can insert record to add additional conditions. Save the information. Once you exit from this form, Banner will return you to AGAPLDG to continue entering a pledge. The conditions button at the bottom of the pledge form will be activated.

PLEDGE/GIFT DEFAULTS

The pledge/gift default form allows you AGAPDEF to establish default values for easier pledge entry. to access the pledge or gift default data block. Enter a campaign, designation, solicitation type, and pledge/gift date.

and continue entering further pledge defaults (if appropriate), including pledge status, pledge type, pledge class, reminder duration, frequency, pledge category and condition type. Save the information. When entering pledge information, follow the steps associated with AGAPLDG. Additionally, you will click the default campaign and designation to apply the pledge campaign and designation defaults created in AGAPDEF.

PLEDGE SOLICITATION TYPES

To enter solicitation types, solicitor IDs, AGAPSOL and solicitor organizations, access the pledge solicitor form. Enter the ID of the constituent or organization whose pledge solicitation information is being recorded in the ID field. Enter the pledge number of the pledge for which solicitation information is being entered in the pledge field.

to the campaign block If more than one campaign has been and/or the solicitation information block. recorded for a pledge, you can scroll up or down to find the appropriate campaign. If only one campaign exists, Banner will automatically navigate to the solicitor information block. Enter the full or partial amount being applied to the solicitation type, solicitor ID, or solicitor organization for the campaign(s) to which the pledge has been posted. If more than one type, ID or organization, perform an insert record and apply the amount and solicitation information in the appropriate fields. Save the information.

PLEDGE INSTALLMENTS

To create installments on pledges, go to AGAPINS Pledge installments must always be created the pledge installment form. for payroll deduction pledge types. Enter the ID of the constituent or organization for whom a pledge installment will be created. Enter or select the appropriate pledge number.

to navigate to the If a reminder code was initially entered on reminder information section of the the pledge on AGAPLDG, then the form. reminder code will default in the code fields for the corresponding pledge installment dates. Enter the duration of the installment Duration codes are set to a period of time. period from the “LOV.” This allows the system to generate installments. Enter the frequency of the installment from the “LOV.” Enter the first billing date in the first This date should indicate the date for the billing field. first billing for the pledge payment to occur. Select create from the drop down menu of the install default field to have Banner automatically create the pledge installment. to view the pledge If pledge payments already exist, Banner installment information. If necessary, will display the payment information by you can change amounts, dates, or add applying the correct portion of any and delete installments as long as the payments to the installments. total for all installments equals the total amount of the pledge. Save the information.

ASSIGNING HARD AND SOFT CREDIT

You can assign soft memo credit to The total amount of all memo credit can donors using insititutional split rules, ID exceed the amount of the gift/pledge split rules or manually for a specific payment, but no individual can receive gift/pledge payment or gift. memo credit in an amount greater than the gift/pledge payment. Memo credit should be used for donor recognition purposes only. To manually assign soft memo credit AGAGMEM after creating the gift/pledge payment on AGAGIFT, access the gift/pledge payment gift memo ID form. Enter the ID of the constituent or organization who made the gift/pledge payment. Enter the gift/pledge payment number. and enter the ID of the constituent or organization who should receive memo credit. Enter the amount of credit the ID should You can continue entering other IDs and received in the credit amount field. memo credit by performing an insert record. Enter the full amount of the gift/pledge payment in the Pledged field. Save the information. Multiple hard credit can be assigned The total amount of all multiple credits for using institutional split rules, ID split a gift/pledge payment must be the same as rules or manually for a specific the gift/pledge payment. Therefore, any gift/pledge payment or gift. credit assign to others is taken away from the original gift/pledge payment-maker. To manually assign hard credit, go to the AGAGIDS gift multiple IDs form.

Enter the ID of the constituent or organization who made the original gift/ pledge payment. Enter the gift/pledge payment number. and enter the ID of If an institutional or ID split credit rule the constituent/organization who should exists, Banner will automatically apply the receive multiple credits for the multiple and memo credit amount gift/pledge payment. according to the rules specified on AGASPRL or AGAIDRL. Enter the amount of multiple credits the You can continue entering other IDs and ID should receive in the credit field. hard credit by performing an insert record. The total of all multiple credits (including the original gift/pledge payment-maker) must be the same as the gift/pledge payment amount. All credit given to others is reduced from the original donor. Save the information.

PLEDGE AUXILIARY and PLEDGE ASSOCIATED IDS

To store additional monetary AGAPAUX information, go to the pledge auxiliary amount form. Enter the ID of the constituent or organization who made the pledge. Enter the pledge number.

and enter an appropriate code to define the reason for an auxiliary amount in the auxiliary code field. Navigate to the comments field and enter any appropriate comments concerning the auxiliary amount. Save the information. To record a premium received for a pledge, change the face value related to the gift in the key block if needed. Use the amount field to store the value of the benefit or premium received. To associate a pledge to another’s ID AGAPASC record, use the pledge associated ID form. Enter the ID of the constituent or organization who made the pledge. Enter the pledge number. and enter a code that represents the type of association (ex., in honor of, in memory of, etc.) in the type field. Enter the ID of the constituent or organization associated with the pledge. In the address type field, select the The address type can be used for letter address type of the ID associated with generation purposes. the pledge. This is optional.

Enter the date in which the ID became To enter other associated IDs, continue associated with the pledge in the performing an insert record and repeat the associated date field. It will default to above mentioned process. the current date. Save the information.

ENTERING MASS PLEDGES

To enter mass pledges, access the pledge AGAPMAS mass entry form. Click the copy pledge defaults checkbox to retrieve all pledge defaults set up in AGAPDEF for your user ID. Enter a date in the pledge date field. The system will default to today. The fiscal year will default based on the pledge date. This is display only. Enter the status of the pledges. Enter the campaign code, designation, type, pledge classification, category, condition type, vehicle code, and free form comments if appropriate. Access the installments block. Pledge installments can also be applied to each individual pledge after the mass entry of pledges has been entered.

If all the pledges has a pledge installment plan with the same billing date, duration, frequency and reminder, then enter or retrieve the codes in each of the installment fields. Access the solicitation block. Enter the solicitation type, solicitor organization and/or solicitor that need to be applied to the batch of pledges if appropriate. Select pledges from the options menu to access the pledges window and begin entering pledges. Enter the ID of the constituent or organization and the amount of the pledge. Perform an insert record function to add another pledge ID and amount. Save the information. Associate IDs, pledge installments, auxiliary amounts, and solicitation types/organization/IDs can be applied to each individual pledge after they have been entered in the pledges window.

ADJUSTING/VOIDING PLEDGES

To adjust a pledge, access the pledge/ AGAADJS Adjustments should be made to gift adjustment form. pledges/gifts where any information has been entered incorrectly. Two errors that cannot be adjusted are the ID who made the pledge or gift and the amount of a matching gift payment. These errors must be voided and reentered. Enter the ID of the constituent/organization whose pledge needs to be adjusted in the ID field. Select the adjust radio button. Enter the pledge number. If the pledge number is not known, click the pledge field’s drop down button and select the pledge list (AGCPLDG) option. Select the adjust/void option from the When in the pledge adjustment window, options menu. the information on the right of the screen represents the values that currently exist for the pledge. The fields on the left will represent the adjusted data. Go to options and select the pledge detail A check will be in the indicator box at the listing to determine if any multiple or bottom of the window if multiple or memo memo credit exists for this pledge. credit exists. If credit exists, select the associate search button to access the form containing credit information. Change the credit amount. Save the information. Return to the pledge adjustment form. You only need to change the values that To adjust the pledge, enter the correct are not correct. values in the corresponding fields.

After the appropriate adjusted values If multiple or memo credit exists, you will have been entered, select the pledge need to reassign the credit by clicking on detail from the options menu to adjust the associate search button at the bottom of campaign and designation information if the adjustment detail window. appropriate.. Save the information. To void a pledge, select the void radio button. Enter the pledge number. Select the adjust/void option from the options menu. Select the pledge detail from the options menu and determine if any multiple or memo credit exists for this pledge. If credit exists, select the associated search button to access the form containing credit information. Remove the record, save the information and exit to return to the pledge/gift adjustment form. Click the void button at the bottom of the screen (twice). A dialog box will indicate that you must now save your changes. After acknowledging the message, save the information.

PLEDGE ACKNOWLEDGEMENTS

To send out pledge acknowledgements, AGPACKN go to the pledge/gift acknowledgement process form. In the printer field, indicate the printer for a hard copy or database for an electronic version. Go to the parameters block. Enter Y or N for the temporary table delete parameter (01) which allows you to clear the temporary tables used in this process. Enter R or U in the value field for the report/update parameter (02). Enter the starting date of pledges you Once a pledge has been acknowledged, it wish to have acknowledged in the entry will not be selected again by this process. date parameter (03). Choose the enter letter code parameter (04), which may be the letter code of the acknowledgement letter or you may leave this parameter blank to process all letters meeting the rules assignment for pledge acknowledgement. and select the submit radio button. Save the information. After a report or process is run, Banner will generate a log and list file, which will appear in the gray box at the bottom of the process submission control form (GJAPCTL).

If the output was printed to database, go GJIREVO to the saved output review form accessed through the options menu. Select the list file name. Once the acknowledgement process has been run in update mode, the constituent mail form (APAMAIL) will indicate there are pending letters to be sent. The Banner letter generation process must be run to generate letters.

ENTERING GIFTS

To enter gifts, pledge payments and new AGAGIFT pledges with their initial pledge payment, go to the gift form.

Enter the ID of the constituent or organization. The pledge field will have a checkmark if there are outstanding pledges. If the gift will go toward an outstanding pledge, enter the pledge number. All of the information from the pledge will default and populate the appropriate areas.

The default field will have a checkmark If defaults have been set up most of the if there are default values established on information for this gift entry will already AGAPDEF that will populate certain be populated on this form. fields on AGAGIFT. Make sure the word “Assign” appears in the Gift box. Enter the amount of the gift. and enter a gift amount. Select the match form checkbox if the This is critical if matching gift form is matching gift form was received with indicated on AGACTRL. this gift. Select the appropriate type for the gift type field. If a credit card is used, enter “x’s” for the credit card number and the last four digits. The expiration date should also be entered. If payment is made by check, enter the check number after the word “check.”

The gift date will default to today’s date. The appropriate fiscal year will default. Enter a value in the vehicle field if there AGATPAY is a pledge/gift vehicle associated with the gift. If the vehicle code is for a third party pledge, enter the payment on the third party payment form.

The word Assign must be in the gift field. and enter the gift vehicle code. The third party check box will be checked. Enter the gift amount and gift type. In the ID field, enter the ID of the record to received Third Party Payment Credit for this donation. Enter the amount of credit this record is to receive.

Select the pledge you want to be credited. The vehicle code and balance will default. Either hard or soft will be checked, depending on the original credit given on the pledge. Save the information. Banner will assign a gift number. The amount, campaign, designation, and pledge amount prior balance will default. If the gift is in memory of, in honor of, AGAGIFT A maximum of three codes can be and/or anonymous, click on the gift class AGAGASC associated with a gift. To capture the name field and select the appropriate code. of the person being honored or memorialized, use AGAGASC. If the gift is a pledge payment and the pledge had solicitation information set up, it should default into the appropriate fields. If the pledge does not have solicitation information set up, select all solicitation types.

Enter a comment when appropriate. Save the information. and select all solicitation types if appropriate. Select the solicitation code if you want to track what prompted this gift. Select a solicitor organization from the “LOV” to complete the organization field. Select the appropriate ID. Save the information. The gift amount and pledge fields will default. Select the appropriate campaign and Multiple campaigns and designations can designation codes (if different). be entered for the transaction if needed. Amounts must balance to total amounts. Save the information. Once you exit AGAGIFT, changes must be made via the adjustment form AGAADJS. If the record is linked to a spouse, a message will appear that Banner has automatically split this gift with the spouse. If the donor has indicated this gift is not to be split with the spouse, go to the adjustment form to remove the split amount.

If the donor is linked to a matching gift AGAMATG company and the company’s matching gift requirements are properly set up, a matching gift claim will be set up according to the rules indicated on AGACTRL. The company must also have a Banner record, be identified as a matching gift company, and be linked to this donor on APAEHIS. The Employer Matching Gift Payment Form is used to enter organization matching gift payments (see “Matching Gifts” for procedures).

GIFT AUXILIARY AND GIFT ASSOCIATED IDS

To track auxiliary amounts, such as high AGAGAUX and low stock amounts, future and present values of planned gifts and benefit premiums, go to the gift auxiliary amount form. Enter the ID of the constituent or organization who made the gift or pledge payment. Enter the gift number. and enter the auxiliary code.

If reassigning donor category credit, tab to the donor category field and enter the donor code. If reassigning class credit, enter the new year in the class year field. Enter the face value related to the gift in the actual value field if applicable. Enter the present value in the auxiliary value if applicable. The current date will default in the date field. Enter the benefit information in the You have the option of adjusting the rest of appropriate fields if applicable. the benefit information as needed. Enter a free form text comment if applicable. Save the information. You can set up as many auxiliary amount records as needed for any one gift or pledge payment. To associate another person to a gift, go AGAGASC to the gift associated ID form. Enter the ID of the constituent or organization who made the gift or pledge payment. Enter the gift number. and enter the appropriate ID type. Enter the ID of the person being associated with this gift. You also have the option of entering an address type for this ID for letter generation purposes.

Enter a comment if appropriate. The current date will default to today. Save the information. You can set up as many associated ID records as needed for any one gift or pledge payment.

ADJUSTING GIFTS

To adjust a gift, go to the pledge/gift AGAADJS Adjustments should be made to adjustment form. pledges/gifts where any information has been entered incorrectly. Two errors that cannot be adjusted are the ID who made the pledge or gift and the amount of a matching gift payment. These errors must be voided and reentered. Enter the ID of the constituent or organization. Select the adjust radio button. Select the pledge or gift number. and enter only the If the amount is being corrected, change it items that need to be adjusted. in the adjusted values window and in the campaign/designation adjusted values window. Use the comment field to enter the reason for this adjustment.

, and a message will appear that instructs you to press void or select remove record. Do one of those. The void or remove record message appears again. Click OK. A second adjustment window will appear. Perform a remove record or select the void button. Save the information.

CASHIERING SESSIONS

To finalize a cashier session, go to the AGACREV As you enter gift or pledge payments, advancement cashier session review Banner automatically opens a cashiering form. session and keeps it open until you go to AGACREV and close it. After all transactions have been completed for that session, it must be coded as finalized. Only supervisors indicated on AGACTRL are allowed to finalize. Enter zero (0) in the session number field. and perform an insert record function to close the active session. A session number will automatically be assigned in the session number field. Balance the total from the cashiering session against your transactions. If balanced, enter that in the drawer total field. If there are discrepancies, make adjustments as needed before closing the session.

To finalize the session, select finalized Only cashiering supervisors can finalize a from the drop down arrow. session. Save the information. You can finalize other cashiering sessions by performing the roll back function and selecting the user ID. Only finalized sessions are fed to Finance. To feed the transactions to finance, go to ADPFEED the advancement to finance feed process form. and go to the printer field. Enter the printer if you want a hard copy or database if you want the output on the screen. to the parameter/values block. Indicate the time period for the period Once a gift or pledge payment has been fed start (parameter 01) and period end date to Finance, it will not be selected again by (parameter 02). this process, regardless of the date entered. Enter the value R or U in the report/update option parameter (03) to indicate if you wish to print a report or update the Banner system and print a report. Enter the date in the feed date parameter (04) or let it default to the current date. Indicate in the sort parameter (05) how the report should be sorted—by gift (g), name of donor (n), or user id of cashier (u).

Enter user parameter only if you are restricting the feed to a specific user’s transaction. The summary/detail parameter (07) Adjusted transactions will be fed to determines if Finance will receive Finance if the original transaction was summary information or a record for previously fed. every gift or pledge payment transaction. After all the appropriate values for the given parameters have been entered, navigate to the submissions block and select the submit radio button. Save the information. After the report or process is run, Banner will generate a log and list file. If the output was routed to the database, go to the options menu and select review output. Select the appropriate file name.

GIFT QUERY FORMS

To view additional gift information AGAGIFT access the gift entry form. Enter the ID of the constituent or organization. Enter the gift number. and select the additional gift information tab. This window displays if the gift has been matched, adjusted, acknowledged, receipted, the receipt date, feed date, batch number, gift range and the user id of the person who entered it. The gift list form allows you to view all AGCGIFT the gift and pledge payment transactions for a constituent or organization. Select the various tables to view more data. To view the gift detail for each AFACAMP campaign, access the campaign header form and select gifts from the options menu.

To view gifts by designation, select ADADESG ADAGIFT from the options menu of the designation form. To display multiple credit recipients, go AGCGMLT to the gift multiple ID list. To display memo credit recipient details, AGCGMMO go to the gift memo ID list. To view a constituent’s or organization’s APAGHIS giving history. Go to the giving history summary form. To view a constituent’s or organization’s APAFHIS giving history by fiscal year, go to the giving history by fiscal year form. To view a constituent’s or organization’s APACHIS Press F8 to view all history or enter a giving history by campaign, go to the specific campaign and then press F8 to giving history by campaign form. view data. To view a constituent’s or organization’s APADHIS Press F8 to view all history, or enter a giving history by designation within a specific designation and then press F8 to fiscal year, go to the giving history by view data. designation form. To view the combined giving history of APACOMB two constituents or organizations, go to the combined giving summary form.

CREATING ANTICIPATED MATCHING GIFTS

Anticipated matching gifts are allocations based on dollars received from the donor.

ACTIONS/STEPS FORM/ NOTES & HINTS OTHER NOTES PROCESS To establish an organization as a AOAORGN Organizations must have a Banner ID that matching gift company, enter the includes an address, donor category and percentage match on the advancement business description (at the minimum) to organization form-matching gifts tab. be set up as a matching gift company. See (Ex., 100% is one-to-one matching.) “Adding an Organization in Banner” for procedures. Enter any additional information, if known. (Ex., minimum and maximum amounts, distribution dates, frequencies, etc.) Save the information. If additional matching gift rules apply, AOAMTCH This form should only be used when enter this information on the matching necessary. If the individual’s gift is gift information form. outside of the company’s rules listed here, the match will not be created. Enter the company ID and to enter any applicable information. (Ex., campaigns, designations, ratios, etc.) Save the information.

If another organization is responsible for AOAORGN managing the matching gift program (ex., a foundation or outside company), this company should also be created in Banner using the organization header form. Enter the organization’s ID and . Select the matching gift tab and go to the The matching gift organization must also Org ID field. Enter the organization ID be flagged as a matching gift company on that is responsible for this company’s AOAORGN with a matching gift ratio. matching gift program. Save the information. The donor must also be linked as an APAEHIS The matching gift information will default employee to his/her company on the from the company’s record. employment history form. Enter the constituent’s record. and enter the employer ID. uses another organization to manage their matching gift program, the matching gift company/foundation will appear in the matching gift company area of this form. Enter the employment status (full-time, part-time, etc.) in the status field. Enter a date in the from date field. This will indicate that the person currently works for this matching gift company. A to date would indicate the person no longer works for the company. The position and job category fields are optional. Enter “EMR” in the create xref field. Save the information.

To enter a matching gift, use the gift AGAGIFT MTSU policy requires a matching gift entry form. form be received from the donor. The form is then signed by the Director of Advancement Services and sent to the matching gift company (a copy of the form is retained for our records).

Some companies also have online matching gift forms.

See also the procedures for entering a gift. Enter the gift and check the match form Be sure the matching gift company will received block. match the designation specified by the donor. If they do not, a letter is sent to the matching gift company with a copy to the donor. Save the information.

CREATING AN ANTICIPATED MATCHING GIFT MANUALLY

To adjust information on anticipated AGAMGAJ When adjustments are made to a donor’s matching gifts, to manually add gift on ADAADJS and an anticipated anticipated matching gifts or to delete or matching gift is involved, Banner will inactivate an anticipated matching gift, direct you to go to the waiting matching use the waiting matching gift gift adjustment form. adjustments form. Enter the constituent’s ID.

to the waiting If the inactive box is checked, the waiting matching gift block. Enter the employer matching gift is made inactive. Payments that will be matching the gift and the cannot be applied towards the gift. amount of the match. The payment status is for display only. “I” indicates the anticipated gift is partially paid. If blank, the anticipated matching gift has not been paid at all. to the campaign block and enter the campaign for the gift. Enter the amount of the match. Save the information. Enter the campaign, designation and amount in the designation block. Save the information. From the options menu, navigate to the solicitation block (optional). Complete the information including campaign, solicitation information and amount. Save the information.

ENTERING THE MATCH FROM THE MATCHING GIFT ORGANIZATION

Use the employer matching gift payment AGAMATG You can also allocate a matching gift form to enter matching gift payments toward an outstanding pledge but the form and query anticipate matching gifts. is not sent to the company until the pledge is paid.

Enter the company’s ID. The gift type The company must be set up as a matching will default to MG. gift company and linked to the constituent. Enter the total amount of the check in the Hard credit goes to the matching gift amount field. company. . A list of employees who have waiting matching gifts will be displayed. Locate the employee who has this matching gift. Indicate if the amount is paid in full. Repeat until the total amount of the check has been matched against employees. If the match has been paid, check pay in The totals at the bottom of the form will full. show there is no unpaid balance. Save the information.

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