Transactions

The fields located under Basic Information vary from one transaction type to another, but many of the fields are the same across all transactions.

• Final - Select this checkbox to prevent further changes to a transaction.

• Date - Use this field to record the transaction date. This date is also known as the Journal Entry Date. eTapestry automatically records a separate Creation Date that you cannot edit.

• Pledged Amount - Use this field to enter a pledge gift amount. This field is not available on pledge payments, recurring gift schedules, recurring gifts, disbursements or soft credits.

• Received Amount - Use this field to record the money received for a transaction. This field is not available on recurring gift schedules or soft credits. For disbursements, the field displays as Disbursed Amount.

• Non-Deductible Amount - Use this field to record any portions of the transaction that are not fully deductible. For example, when a donor is given an item in return for a donation, you enter the value of the item in this field. This field is not available on pledge payments, disbursements, or soft credits.

• Fund - Use this field to record where the money is going for your organization. On pledge payments, the fund for the original pledge entry displays and you cannot change it. For more information about funds, refer to Funds.

• Campaign - Use this field to record whether the donation is associated with any particular fundraising effort. For example, your organization may have a building campaign specifically directed at raising funds for a new wing of your building. On pledge payments, the campaign for the original pledge entry displays and you cannot change it. For more information about campaigns, refer to Campaigns.

• Approach - Use this field to record why the donation came into your organization. For example, if the donor gave the money after a personal visit by a solicitor, you may select "Personal Solicitation." On pledge payments, the approach for the original pledge entry displays and you cannot change it. For more information about approaches, refer to Approaches.

• Letter - Use this field to associate the transaction with a type of letter, such as a thank you letter.

• Receipt - If your organization manually assigns receipt numbers to transactions, enter the receipt number in this field. When you generate eReceipts in eTapestry, the program assigns unique receipt numbers to transactions, but these values are not stored in this field.

• Note - Enter any necessary details for the transaction that are not captured by other system-defined or user-defined fields on the transaction page.

Gift types are used to record the gift format, such as Credit Card or Stock. The available gift types are Cash, Check, Credit/Debit Card, Electronic Funds Transfer (EFT), In Kind, Real Estate, Stock, Bond, and Insurance. When you select a gift type, fields appear for you to enter the applicable details about the gift.

Note: An asterisk ( * ) beside a field denotes a required field based on the gift type in this section. For example, when you select Check, Check Date and Check Number are required fields.

• Check - When you select Check, the following fields appear.

  • *Check Date - Record the check date.

  • *Check Number - Record the check number.

  • Bank - Record the name of the financial institution.

  • Account - Record the account number on the check.

  • Signator - Record the name of the person who signed the check. On a business account, this may be important to record as it may differ from the name on the account.

  • Payee - Allows you to record the name as it appears on the "Pay to the Order of" line. In most cases, this is the name of your organization. Occasionally, a constituent may make the check payable to a specific fund or board member.

  • Note - Enter any necessary details for the check.

• Cash - When you select Cash, a Note field appears for you to enter details about the cash donation.

• Credit/Debit Card

  • *Credit/Debit Card Number - The full credit or debit card number is required when you process it through your eTapestry database. During the eTapestry credit and debit card transaction, the program converts all but the last four digits of the number into asterisks for secure storage. However, unprocessed transactions display the full number in the field. For security purposes, if you are not going to process the card through the database, do not enter the full number in the field. We recommend you enter the last four digits only or replace the number with another character such as "*" or "x". eTapestry is not liable for improperly stored credit or debit card information in the database.

  • *Expiration Date - Enter the expiration date on the card in mm/yyyy format.

  • Name on Card - Record the name as it appears on the card.

  • Credit/Debit Card Type - Select the type of card from the drop down menu. To edit the list of cards that appear in this field, select Management, System Defined Fields.

  • Transaction Processor - If your organization has more than one credit and debit card processor set up for your database, this field appears so you can select the processor to use for the card.

  • Authorization Code - When the credit or debit card is processed through one of the eTapestry processor vehicles (for example, the database, an eCommerce page, a Donor Login site, or the API), this field displays the authorization code from the processor. The code appears automatically in the field when the card processes successfully and you cannot change it.

  • Note - Enter any necessary details for the card.

• Electronic Funds Transfer (EFT) - When you select EFT, the following fields appear.

  Note: The Social Security Number, Drivers License State, Drivers License Number, and Date of Birth fields can contain sensitive data and are not required in order to process EFT transactions

  • *Account Type - Select whether the account is Checking or Savings.

  • Routing Number - Record the bank account routing number.

  • Account Number - Record the bank account number.

  • Bank Name - Record the name of the financial institution.

  • Process Date - Record the EFT process date.

  • Drivers License State - Record the state that issued the drivers license.

  • Drivers License Number - Record the constituent's driver license number.

  • Date of Birth - Record the constituent's birth date.

  • Authorization Code - When the credit or debit card is processed through one of the eTapestry processor vehicles (for example, the database, an eCommerce page, a Donor Login site, or the API), this field displays the authorization code from the processing company. The code appears automatically in the field when the card processes successfully and you cannot change it.

  • Note - Enter any necessary details for the card.

• Gift In Kind - When you select Gift In Kind, the following fields appear.

  • Sale Date - When your organization selects to sell the gift in kind, enter the date the item sells.

  • Sale Value - Enter the sale amount.

  • Note - Enter any necessary details for the gift in kind.

• Real Estate

  • *Type - Select the real estate type, such as building, land, or condominium. To edit real estate types, select Management, System Defined Fields.

  • Location - Record the location of the property. Include as many details as possible, such as street address and zip code.

  • Tax Parcel Number - Record the tax number for the property.

  • Size - Record the size of the property. You may enter the total acreage for land or the total square feet for a house, condominium, or apartment.

  • Sale Date - When your organization selects to sell the real estate, enter the date the property sells.

  • Sale Value - Enter the sale amount.

  • Note - Enter any necessary details for the real estate. For example, you can enter the name of the constituent's estate attorney.

• Stock - When you select Stock, the following fields appear.

  • *Company - Record the name of the company that issued the stock certificates.

  • *Number of Shares - Enter the total number of shares of stock.

  • *Price Per Share - Enter the price per share of the stock when it was donated.

    Note: The Received Amount field under Basic Information must equal the Number of Shares multiplied by the Price Per Share.

  • Ticker - Record the market ticker symbol for the stock.

  • Sale Date - Record the date your organization sold the stock.

  • Sale Price Per Share - Record the price per share at the time your organization sold the stock.

  • Broker Name - Record the name of the broker for the stock.

  • Brokerage Fee - Record the broker transaction fee.

  • Note - Enter any necessary details for the stock.

• Bond - When you select Bond, the following fields appear.

  • *Issuing Entity - Record the name of the organization that issued the bond. This is usually a corporation or government entity.

  • *Maturity Date - Record the date the bond is due to be repaid.

  • Date Cashed - Record the date your organization cashed the bond.

  • Actual Value - Enter the total value of the bond at the time it was cashed.

  • Note - Enter any necessary details for the bond.

• Insurance - When Insurance is chosen, the following fields appear.

  • *Insurer - Record the name of the insurance company that issued the policy.

  • *Policy Number - Enter the number for the donated policy.

  • *Beneficiary - Enter the person who may become eligible or who receives benefits under the insurance policy.

  • Surrender Date - Record the date the policy matures.

  • Surrender Value - Record the amount due to the insured if the policy is surrendered.

  • Org. Is Paying Premiums - Select whether your organization is going to pay the costs associated with keeping the policy active.

  • Premium Frequency - Select the interval the premiums are paid, such as monthly or yearly.

  • Premium Amount - Record the amount of the premium based on the interval you selected. For example, if the premium is paid monthly, type the monthly payment amount.

  • Length of Policy Agreement - Record the length of the insurance policy.

  • Note - Enter any necessary details for the policy. For example, you can note the insurance agent contact information.

The Tribute, Soft Credit, Matching Gift Relationship section allows you to link the transaction to a tribute account if it was made in honor, celebration, or memory of someone. You can also create a linked soft credit transaction for another constituent account to credit he or she for the transaction, and you can view the details of a matching gift relationship from the constituent account to help you pursue a matching gift for the donation.

Note: You cannot create a matching gift for a soft credit or disbursement.

Adding Tribute Transactions

• When you receive a donation in honor, celebration, or memory of another person, you can link the transaction to a tribute account. When you do this, you can track tribute transactions, run reports to see totals given for a tribute, and you can notify other accounts related to the tribute when you receive tribute donations.

• To create a tribute transaction, open the Tribute, Soft Credit, Matching Gift Relationships section on the transaction page. Tribute Information appears with No tribute by default. To change this, click the magnifying glass icon to select a tribute account.

  The Find an Account screen appears so you can search for a tribute account. When you locate the correct account in your search results, click the account to select it.

  When the tribute account does not exist in your database, you can click Add Account to add a new tribute account. After you click Save to save the new tribute account or select the existing account in the search results, the screen closes and you return to Tribute, Soft Credit, Matching Gift Relationships. The tribute account displays under Tribute Information.

  To change the tribute account again, click the magnifying glass to select another account. To remove the tribute selection, click the "X" beside the magnifying glass. After you select the tribute, you can continue to add transaction details.

  After you save the transaction, a tribute transaction appears on the journal of the tribute account. If you do not already have the Tribute column added to the journal page, select Choose columns and select the Tribute column. Click Apply changes to add the column. The account name linked to the tribute from the original transaction appears in the Tribute column on the journal screen. To go the Home page of the linked account, click the account name.

  Note: The tribute transaction is linked to the original transaction on the constituent account. To edit the tribute transaction, you must edit the original transaction. Likewise, any changes made to the original transaction reflect on the tribute transaction. If the original transaction is reversed or deleted, the tribute transaction also reverses or deletes.
  

• When one constituent donates a gift and you want to recognize another constituent for helping to bring in the donation, you can select to soft credit the original transaction. This is commonly done when a company matches an employee gift so you can give the employee credit for the company donation. You can also enter a soft credit on the constituent accounts of solicitors to track the donations a solicitor generates.

• To create a soft credit, open the Tribute, Soft Credit, Matching Gift Relationships section on the transaction page. Soft Credit Information appears with No account by default. To change this, click the magnifying glass icon to select the constituent account that should receive the soft credit.

  The Find an Account screen appears so you can search for a constituent account. When you locate the correct account in your search results, click the account to select it.

  When the constituent account for the soft credit recipient does not exist in your database, you can click Add Account to add a new constituent account. After you click Save to save the new account or select the existing account in the search results, the screen closes and you return to Tribute, Soft Credit, Matching Gift Relationships. The soft credit appears under Soft Credit Information.

  To change the constituent account again, click the magnifying glass to select another account. To remove the constituent selection, click X beside the magnifying glass.

  After you select a constituent, the Amount and Note fields appear. In the Amount field, enter the amount to soft credit the constituent. In the Note field, enter any necessary details for the soft credit. For example, you can enter the reason for the credit.

  After selecting the soft credit constituent and entering the soft credit information, you can continue to add transaction details. After you save the transaction, a soft credit appears on the journal of the constituent account. If you do not already have the Soft Credit Amount column added to the journal page, select Choose columns and select Soft Credit Amount column. Click Apply changes to add the column.

  You can open the soft credit transaction to make adjustments to it. However, you cannot adjust the Date from here. To edit the date, you must adjust the soft credit on the original transaction. There is a link to this transaction on the soft credit screen.

  Note: If the original transaction is reversed or deleted, the soft credit also reverses or deletes.
  

  To view the account name linked to the soft credit from the original transaction, hover over the original transaction on the journal screen. The account name linked to the soft credit appears. To go the Home page of the linked account, click the account name.

• The Matching Gift Relationships section displays the matching gift relationships for the account. If one does not exist, No Matching Gift Relationships appears. For more information about matching gifts, refer to Matching Gifts. When a matching gift exists, you can click the relationship details to go directly to the related account.

• The User Defined Fields section displays all user-defined fields (UDFs) that are available for transactions. Transaction UDFs allow you to record details about the transaction that are important to your organization. The following transaction UDFs are examples your organization may want to use.

  Tribute Type: Create this UDF to record the type of tribute donation, such as in honor of or in memory of.

  Payroll Deduction: Create this UDF to record whether or not a transaction is from a payroll deduction.

  Membership Expiration Date: Create this UDF to record the expiration details for membership dues transactions.

  Your organization may have other items that are important to record on the transaction page. You can create as many UDFs as necessary to capture information. For information about how to create a UDF, refer to User-Defined Fields.

• You can track recognition information for an account on the Account Settings page, but you can also select recognition preferences that are specific to a transaction. For example, a donor can make a large gift and request to recognize another constituent as a gift to that individual. The Recognition Information section allows you to establish unique recognition details for a single transaction. When you do this, there is no impact to the donor's recognition information on the Account Settings page.

• Under Recognition Information, select Change Recognition to change the recognition type to associate with the transaction. You should select the type based on the constituent's name request for recognitions such as donor walls, donor kiosks, events, or the Annual Report for Board Members.

  • Use Account Recognition Setting: Use this default option to duplicate the name from the Account Name field into the Recognition field.

  • No Recognition: When a constituent does not want to be recognized and you need to exclude he or she from Recognition Reports, select this option. When you do this, "{OMIT}" appears when you include the Recognition column in a custom report.

  • Anonymous: When a constituent does not want their name to appear on recognition displays such as a donor wall, select this option. Their name will be replaced with "Anonymous" on recognition displays, in Recognition Reports, and in the Recognition column in a custom report.

  • Custom: When you want to enter a custom recognition name for a constituent, select this option.