Donor Dollars not previously integrated with implementation of RE, but in our "paper files" from years ago

Potique Johnson

We have about 75 clients who donated Pre Raiser's Edge implementation and who have never been entered into our system. They exist on paper, but were never included in Raiser's Edge. They haven't given in a while and some are deceased. We want to include them in our RE reporting. What has everyone done when adding previous constituents to RE to be able to “track” their donations for purpose of society levels membership without having to actually enter a GIFT? Entering a gift would cause chaos for our accounting department, etc.

Heather MacKenzie

At my org, we'd add everything for them, including gifts. Why would doing that wreak havoc for your Finance team? Of course you'd be back dating them to what the actual gift date is. You could, for instance, mark them as “Do Not Post” if your RE is integrated with you Finance software.

Rachel Cavalier

We'd add everything. You mentioned they've not given in a while - would these back-dated gifts cause problems for your finance team? Are they far enough back that they are not in the last financial year or the current one?

Otherwise, maybe put them in as “Gift-in-kind” and document what's been done really well?

Karen Diener 2

I wholeheartedly agree with Rachel and Heather that the gift data should be added. There are was to handle the gift portion that shouldn't cause problems with your finance team. If you don't add the gift detail, what would you gain from having them in the system? Maybe we need more information to understand that, but I would lean heavily toward adding the gifts.

Karen

JoAnn Strommen

You should be able to add them without any effect on financial reports. At previous org when we converted to RE we pulled in previous giving as cash with “Do not post” or “Posted” status (I can't recall for sure which - likely posted so we knew it was). We used a gift-subtype referencing it was a 'gift on record at conversion. It was just a matter of working with Finance to determine the process.

Here historical giving (over 20 years ago when they got RE DOS) is recorded on the notes tab. While it's there it's not easily seen/remembered and it does not pull into lifetime giving/donor categories.

Determine the best you can how you want to be able to use the info. Lifetime giving/donor category/societies? Do you include gift types of Other? GIK? when reporting on these? If not, do not use those gift types. Stick with cash.

Your call if person is deceased if you create a record or just make one record for “Deceased - Historical Gifts” or something like it and put them all on that record. You could put donor name in reference field.

Cameron Alzubi 3

No question that these gifts should be added to your current database. As long as the dates reflect the historical record, your finance team will be none the wiser.

• Be as accurate as possible. Use the correct dates for the gift date, receipt date, etc. Use the actual gift type (Cash, Stock/Property, etc.)
• I suggest that you add a gift note that explains these were found in paper files. For historical purposes only.
• Use Do Not Post as the GL Post Status (even if you're not integrated)

This is such a problem at my current organization--which has been fundraising for over 100 years and for whatever reason when they converted to RE back in 2001 decided not to enter gifts prior to 1986-- that I created a gift code of ‘Historical’

Generally gift subtype should be used when it will impact the ledger in some way, such as fees, or other variances in accounting. This is why I use Gift code instead of gift subtype.

Potique Johnson

Cameron,

Thank you so very much for your advice.

Potique Johnson

Thank you for your response JoAnn

Potique Johnson

Thanks Karen

Potique Johnson

Cameron,

If I use the Do Not Post as the GL Post Status, will the gift still be included as part of the "gift summary dollars?