Gift posting - Reference cell

Judith Raub

Is there a way to stop the automated generation of Ins of xxxxxx or EFT of xxxxx?

For example, when you apply a cash gift record to a pledge, “Ins of 02/05/2000” appears in the Reference field on the cash gift record. 


We use the Reference for other things that we want in our receipts and these we go in manually and delete out so they don't go on our receipts.


Thanks.

John Heizer

Judith Raub:

Is there a way to stop the automated generation of Ins of xxxxxx or EFT of xxxxx?

For example, when you apply a cash gift record to a pledge, “Ins of 02/05/2000” appears in the Reference field on the cash gift record. 


We use the Reference for other things that we want in our receipts and these we go in manually and delete out so they don't go on our receipts.


Thanks.

I'm not aware of a way to do it automatically, but there are relatively easy ways to deal with it as you enter the gifts.  If you're using that field for information on every receipt then you'd probably want to "touch" that field for every gift anyway.

Judith Raub

Thank you for the response and thought.  We do
not use the reference cell for every gift but only want those
things that we want to go in there so it sticks out on those
special instances that the reference is used.

Thanks.

--

Judith
Raub

Systems Support Coordinator

PO Box 800, Humphreys 403A

Warrensburg, MO 64093

Office: 660-543-8000

Direct: 660-543-8043

                 
    

Alan French

Rather than doing it manually, could you make a query that picks up every gift where the reference begins with "Ins of" or "EFT of" and then do a global change on those gifts to clear that field? That way you could be sure you hadn't missed any.

Judith Raub

Thank you.

I have not used global change.  Sorry, I assume that I
can look this up but if you don't mind.....How do I make it empty a
cell?

Thank you very much for the assistance.

--

Judith
Raub

Systems Support Coordinator

PO Box 800, Humphreys 403A

Warrensburg, MO 64093

Office: 660-543-8000

Direct: 660-543-8043

                 
    

Jenny Marquardt

How do I globally clear the reference field?  I have my gift query: Reference contains Ins of

I don't know how to tell the system to globally delete Reference field

Denise Covington

Jenny Physioc:

How do I globally clear the reference field?  I have my gift query: Reference contains Ins of

I don't know how to tell the system to globally delete Reference field

To globally delete the reference field on gift records, you can go to Administration --> Globally Change Records --? Gift --> New Chnage -->  Find the Gift reference field and move it over and choose "Delete".  However, it wants you to specify what text to delete, so you can run it twice one for Ins of and one for EFT if that is needed.  I don't know if the carrot symbol "^" will work to replace everything and make it blank.  I haven't tested that.


If you export out all your gifts and replace the reference field with a "^" symbol, and import that back in, it should wipe the field in question.


 

Jenny Marquardt

I did this but nothing changed.  I am thinking because it says more than Ins of

JoAnn Strommen

If these options aren't available to you, you may not have user rights.  Administration > Globally Change Records > Gift  FIRST thing always is set the INCLUDE option to your query.  Then select Reference and in pop-up menu operation delete, data you want to delete.  But, If you're deleting various installment info, you'll need to use pattern matching option so you can use wildcards for the characters that are different.

Link to guide if this is all new:
http://Blackbaud Raiser's Edge Global Add, Delete, & Change Guide


Note, for something like this I always test it first with 1-3 records.  There are some fields that running a global change will do more than user intends. And global changes generally can not be undone and make a mess!!!

Jenny Marquardt

Hmmm, I tried the wild cards too.

I have all rights.  I set others security so that's not an issue but great idea.

Denise Covington

Jenny - This might be a job for export, clean and import then.

JoAnn Strommen

Sorry, link did not go where it had for me. Try https://www.blackbaud.com/files/support/guides/re7ent/global.pdf


You tried the pattern matching box with an asterisk?

Jenny Marquardt

Yes.

I put: Ins of *

Jenny Marquardt

Thanks everyone. My computer just died, literally, sooooooo

Judith Raub

Judith Raub:

Is there a way to stop the automated generation of Ins of xxxxxx or EFT of xxxxx?

For example, when you apply a cash gift record to a pledge, “Ins of 02/05/2000” appears in the Reference field on the cash gift record. 


We use the Reference for other things that we want in our receipts and these we go in manually and delete out so they don't go on our receipts.


Thanks.

Thank you everyone for all your thoughts and suggestions.  I just finished taking out the many thousands of Ins of and EFT of in the Reference field by creating a gift query and selecting out those that I wanted the reference removed, took those Gift Import ID's and put back into a query with Gift Import ID and Reference cell and imported it back in with the "^" in the Reference cell and it worked to clear them out.  Thank you thank you.  Our team and especially myself and the Gift Processor thank you for all your assistance.  Have a great weekend!

Elizabeth Johnson

You can control how the EFT references read depending on how you set them up. When you "automatically generate transactions/payments" and go to the second tab of "gift fields" you can change the reference to "user defined." You are required to populate the field with something but perhaps you can make it more consistent (and very short) so it is easier to query on? I love this thread so many great solutions out there! Glad you found some that work for you.