Here's one way to track the donor of a gift membership:
- Create a standard number field in the paymnts_ file named
"GiftFrom". Place this field onto the Payment Entry screen.
- Create a relationship in the paymnts_ file named "GiftFrom". The
relationship is based upon the "GiftFrom" field matching the "RECORD
NUMBER" field in the names_ file. DO NOT SELECT ANY OF THE CHECKBOXES AT
THE BOTTOM OF THE "DEFINE RELATIONSHIP" SCREEN.
- Place the "GiftFrom::NAME LINE\ORG" field next to the "GiftFrom" field on
the Payment Entry screen. This will allow you to see the name of the
giver, if one is entered.
- When you receive a gift membership, enter the record number of the giver
in the field named "GiftFrom". The name of the giver should appear.
- On the Data Entry screen for the person who received the gift membership,
put an "N" in the Contact Flag named "Renewals".
- When you produce your normal renewal mailings, make sure that you omit
any records where the "Renewals" flag is "N". This will keep the receiver
of the gift from getting the standard renewal notice.
When you want to produce renewal notices for the gift memberships, you'll
do it from the paymnts_ file. Here's how:
- Go to the Payment Entry screen.
- Hit the "Find" button.
- In the "Payment For" field enter "Dues".
- In the "Expire Date" field, enter the range of expiration dates that you
want to use for this batch of renewal notices.
- In the "GiftFrom" field, enter "> 0".
- Perform the find by hitting the "Find" button on the left side (Status
Area) of the screen.
The above search will give you all of the dues payments that expire in your
desired date range AND that were given by someone else.
You can produce letters to the givers of the membership by referencing the
fields in the relationship named "GiftFrom", since this relationship points
at the record in the names_ file that represents the giver of the money,
NOT the person for whom the membership payment is recorded. You can create
these letters by (a) modifying one of the existing letter layouts in the
paymnts_ file (just because they're named "Thanks #1", "Thanks #2" etc.
doesn't mean that they HAVE to be used for thank you letters); or (b)
creating a new layout in the paymnts_ file and using it; or (c) exporting
the appropriate fields to a merge file and creating the letter in your
favorite word processor.
Hope this helps.
>Oops, I made a mistake. We do not record the DONOR as giving both a donation
>and a $0 dues recipient. We record him/her as only giving a donation--and
>the GIFTEE as a $0 dues recipient. That way the trail is clear on both
>sides. I also neglected to mention that in the Pay Memo field I indicate,
>for the proper record, who the gift is to and who the gift is from so I can
>track that in a small way too. What I haven't dealt with yet is how to
>trigger a gift of membership dues notice to the donor. Someday...
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Jack Noll - ebase consultant and wildlife advocate
Check out a *great* program at www.beardogs.org
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