Data Entry Best Practice to enter donations from a Host party

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Potique Johnson
Potique Johnson ✭
Seventh Anniversary First Reply
in Blackbaud eTapestry® General Discussion
I am new to E-Tap, but I'm learning quickly.  I am volunteering as part of AmeriCorp for a non-profit organization that

collects and enters "donation" data.  They sponsored a "host" party idea this past quarter and several (over 170 hosts) had

parties in their home.  Each of those hosts collected donations from their invitees.  Some gave cash and listed their address and e-mail.

Others gave an amount, but were only listed as members of the "party".  Then I have the Host who not only gave a donation, but also

needs to receive soft credit for the amount raised during the party.


I have learned that I can apply multiple "soft credits" by entering a split transaction; however, on the ones that I do not have addresses, I won't be able to do this.

The organization wants to ensure that we document the actual "Host's" results, but also the individual donations.


I have attached a "doctored up" snapshot of the work sheet from a few of the parties that I have been given in order to "enter" this information

into the E-tap database.  I am at a loss as to the proper way to enter this information.  


The goals are as follows:


-Give credit to each individual host for any donation that they gave "individually" during their party

-Record the "total" amount raised of the party for that host under "something"

-Give soft credit to the "host" of the party for all of the donations received  (remember, although we have a total for the party, I don't necessarily have an exact amount from

each person who donated.

-Give credit to each individual "invitee" donor who donated a recorded "amount" during this host's party.


Any guidance would be greatly appreciated.  I have over 170 parties with an average of 8 different invitees to get entered.

Thank you so very much.


Potique "Tiki" Johnson

tikij007@gmail.com
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  • Heather MacKenzie
    Heather MacKenzie ✭
    Tenth Anniversary Facilitator 4 Name Dropper Photogenic

    Potique Johnson:

    I am new to E-Tap, but I'm learning quickly.  I am volunteering as part of AmeriCorp for a non-profit organization that

    collects and enters "donation" data.  They sponsored a "host" party idea this past quarter and several (over 170 hosts) had

    parties in their home.  Each of those hosts collected donations from their invitees.  Some gave cash and listed their address and e-mail.

    Others gave an amount, but were only listed as members of the "party".  Then I have the Host who not only gave a donation, but also

    needs to receive soft credit for the amount raised during the party.


    I have learned that I can apply multiple "soft credits" by entering a split transaction; however, on the ones that I do not have addresses, I won't be able to do this.

    The organization wants to ensure that we document the actual "Host's" results, but also the individual donations.


    I have attached a "doctored up" snapshot of the work sheet from a few of the parties that I have been given in order to "enter" this information

    into the E-tap database.  I am at a loss as to the proper way to enter this information.  


    The goals are as follows:


    -Give credit to each individual host for any donation that they gave "individually" during their party

    -Record the "total" amount raised of the party for that host under "something"

    -Give soft credit to the "host" of the party for all of the donations received  (remember, although we have a total for the party, I don't necessarily have an exact amount from

    each person who donated.

    -Give credit to each individual "invitee" donor who donated a recorded "amount" during this host's party.


    Any guidance would be greatly appreciated.  I have over 170 parties with an average of 8 different invitees to get entered.

    Thank you so very much.


    Potique "Tiki" Johnson

    tikij007@gmail.com

    Hi there,


    I have an office in my region who has an event similar to this in how it functions.  The host names go into a subfield of the appeal in our Raiser's Edge database, called a package.  I know that doesn't exist in eTapestry, but I think you could use one of your user-defined fields to accomplish the same thing. 


    So, your appeal would be "2018 Host Parties" or whatever, your user defined field would be "Heather's Party" and then the rest of your gift coded appropriately.


    Enter the ones you don't know about the donors under a record named Anonymous.


    Soft credit your party host for everything except that person's own unique donation.


    I think this will work.  I would be willing to chat through it on a phone call if you need.


    Heather


    Then you can report on the appeal, or the user-defined field, or both. 

  • Potique Johnson
    Potique Johnson ✭
    Seventh Anniversary First Reply
    Heather


    Thank you so much!  I will explore this and then yes, I
    would like to give you a call.



    My e-mail is tikij007@gmail.com



    If you could send me a direct e-mail, we can exchange phone
    numbers.



    Thanks again!



    Potique "Tiki" Johnson



    AmeriCorps Volunteer serving as

    Community Relations Coordinator

    Cedar Valley Habitat for Humanity

    Cedar Rapids, IA

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