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Hi,
I really liked Amy's distinction between org and
ind records. The issue I have is a membership one, tho. Our organization has
several different types of memberships. We are a statewide coalition of county
coalitions. Each coalition elects one member to serve on our board of directors.
That person is the contact person for their coalition. The dues are paid by yet
another organization, not always the one the elected representative is from.
Complex enough yet?
So, when I enter a record for the county coalition,
how can I show that their dues were paid by organization B when I enter the
payment?
Do you recommend maybe changing the Postion field
on the Data Entry screen to say Contact Person? We don't really use the Postion
field for anything right now.
A problem. When I use the Org designation for
record type, the name of the organization does not show up in the heading of the
payment record, just the record number. AND, when I ask for the thank you
letter, the name of the organization shows up on the first TWO lines of the
return address. So, I've been changing the records to Ind which is not
useful.
You know, this is THE BEST product support listserv
I've ever seen. You folks who are helping all us newbies are just splendid.
Applause and cheers!
Marion Hogan
Washington State Coalition for the
Homeless
----- Original Message -----
Sent: Friday, July 20, 2001 7:56 AM
Subject: [support] Re: Record Type
Field
Shawn, the way I use the record type field is for pulling
reports and annual report giving lists. Using this field I can easily
distinguish between individuals and non-individuals:
orgs/corporations/foundations when putting together my lists of contributors
for the annual report. I can also use record type to get a sense of the total
amount of money we have received over the years from each of the foundations
that give to us. (I do a find for record type=fdtn, and then print individual
giving histories for each).
to solve the problem you mention about
people who work at a corporation, you would always have one main record per
company that is the organizational record, the record type would be business
(or add Corp to the value list). All payments would be listed under this main
organizational record. Then, anyone associated with the company would have the
company name in their record, but they would be considered individuals and
have an ind record type. If different departments were all giving you money,
you might have several organizational records, but you could still track "all
company" giving by doing a find on all record type=bus with the company
name in the business line.
I hope this helps.
--
Amy
Sundberg
Associate Director
Books For
Africa
www.booksforafrica.org
From: Shaugn Schwartz
<[EMAIL PROTECTED]>
Reply-To: "TechRocks Support"
<[EMAIL PROTECTED]>
Date: Thu, 19 Jul 2001 14:34:40
-0700
To: "TechRocks Support"
<[EMAIL PROTECTED]>
Subject: [support] Record Type
Field
I'm trying to understand how to correctly use the record type
field and want to share my thinking with the ebase community to see if I'm
on the right track.
I've reviewed archive support list material and
the manual and have come to the understanding that this field was designed
primarily for output purposes (label, letters etc). At Evergreen, we have
been using the field as a relationship identification tools: a record of a
person who works for a corporation is being identify as "bus", a person who
works for an engo would have an "org" rec type and so on. The result is that
when we produce a mailing list half of the contacts aren't address to
anyone.
Seems like the only time one would use the "org, bus, fdn"
record type is when 1) you don't know anyone who is affiliated with the org,
bus, fdn 2)when entering a grant, donation, or sponsorship payment (we might
have 10 contacts from one corporation and we wouldn't be able to get an
accurate picture of our financial relationship if payments were spread over
several different contacts. In addition, staff turnover is high - org.
contact info changes less frequently) and 3) if the contact is a supplier
i.e. department store, telephone co. etc.
Am I on the right
track?
--
Shaugn Schwartz
Regional Director, Western
Canada
Evergreen
#404 - 134 Abbott St.
Vancouver BC
V6B 2K4
ph. 604.689.0766 * fax 604.669.6222
www.evergreen.ca
Bringing Nature Back to Our Cities
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