RE Event does not allow one gift for registration and for donation

Options
Patricia Cats
Patricia Cats
Tenth Anniversary Photogenic First Reply
in Blackbaud Raiser's Edge NXT®: General Discussion
Hello all,



My very first post blush  My question is: has anyone come up with a work-around to the issue of one payment for an event going towards registration fee and the remainder to a donation on the participants event record.  My main goal is to have a consistent and thorough reporting system for the event and all the donations to the event. 



Any suggestions?



Thank you - PCats@matheny.org

 
Tagged:

Comments

  • Karen Stuhlfeier
    Karen Stuhlfeier
    Tenth Anniversary Facilitator 3 Name Dropper Photogenic
    Do you mean registrations that you are taking online? We have Online Express and they get pulled in as a split gift. That works or you can unsplit it before you commit the batch and enter it as two separate gifts.
  • Patricia Cats
    Patricia Cats
    Tenth Anniversary Photogenic First Reply
    Hi Karen,



    Both, we have BBNC and we recieve mail in registrations.  I was trying to avoid splitting gifts because of reporting issues. 



    Thanks,

    P Cats
  • La Donna Borth
    La Donna Borth
    Tenth Anniversary Facilitator 2 Name Dropper Photogenic
    Welcome Patricia!

    I would love to know how others are handling this, as well. Most of our events are food/entertainment with one level of registration fee, and some sponsorships that include entry into the event. I haven't found an awesome way to report from the event module, as far as income. So, for event income, I actually use appeals and packages.



    For each event, an appeal is set up with packages that represent any ticket levels, sponsorship levels, other during event income (wine pull or silent auction), or just a donation that doesn't fit into the other categories (that's so every gift under the appeal will have at least one package). So, if someone pays a registration fee and gives an extra $10, the gift will be a split gift, with split being between the packages. The gift is still linked to the event's registration fee.



    For the report, the Appeal Analysis report can display the packages and their totals. It's working well for now. I just have to run queries to make sure the packages are being used.















     
  • Patricia Cats
    Patricia Cats
    Tenth Anniversary Photogenic First Reply

    LaDonna Borth:

    Welcome Patricia!

    I would love to know how others are handling this, as well. Most of our events are food/entertainment with one level of registration fee, and some sponsorships that include entry into the event. I haven't found an awesome way to report from the event module, as far as income. So, for event income, I actually use appeals and packages.



    For each event, an appeal is set up with packages that represent any ticket levels, sponsorship levels, other during event income (wine pull or silent auction), or just a donation that doesn't fit into the other categories (that's so every gift under the appeal will have at least one package). So, if someone pays a registration fee and gives an extra $10, the gift will be a split gift, with split being between the packages. The gift is still linked to the event's registration fee.



    For the report, the Appeal Analysis report can display the packages and their totals. It's working well for now. I just have to run queries to make sure the packages are being used.





    Thank you, LaDonna,



    I think this may be the answer!  I am going to set this up and give it a whirl. 



    Patricia







     

     

  • Patricia Cats
    Patricia Cats
    Tenth Anniversary Photogenic First Reply
    Thank you, LaDonna,



    I think this may be the answer!  I am going to set this up and give it a whirl. 



    Patricia

     
  • Gracie Schild
    Gracie Schild
    Ancient Membership Facilitator 2 Photogenic
    Hi - I read all the other answers and I can see what they're doing in each case.  We don't have the Events module and aren't hosted so we can do whatever works for us.  Two comments:



    We only have one big event each year, and we do something similar with appeals.  We have one fund for the whole event, and appeals for Sponsorships, Tickets, Donations, Gifts in Kind, Paddle Call, and Art Sales.  Although it would be more work for our data entry person, I liked the idea about packages, because right now, there is no way to track the expenses effectively in RE. We could put them all on the largest appeal (Sponsorships) but that looks weird.  If we had one appeal with multiple packages, we could apply expenses that way.  We would much prefer to apply them at the fund level, but that isn't possible. I'll have to think about that one.



    The second thing is - stay away from split gifts!!! What a nightmare.  They look like the obvious answer in a case like that, but cause so many reporting issues down the line, just like soft credits (which we basically never use).  We do it either as an overlarge ticket purchase, or as a separate donation.  Since event gifts are going to the same fund, if they round up the ticket price a little, we just make the gift the total amount and the Benefit "deduction" is the same per seat, no matter what the gift amount.  Or if the additional gift is substantial, we will record it separately under the Donations appeal, so that we can clearly calculate how much came in as ticket sales and how much as straight donations.  If the gift was for some other fund, we definitely add two gifts - one for each fund.  This is actually quite common for larger donations from our Trustees - a stock gift to cover their gala table, but they want the additional portion to go to something completely different. Two gifts are always "cleaner" than a split.  



    That's my 2 cents worth and I'm glad to get a possible idea for our gala data for next summer.  I'm changing lots of things this winter to get away from the Excel "Master List" we've been using up till now.  Why duplicate data and get it wrong somewhere along the way?



    Gracie
  • Christine Cooke 2
    Christine Cooke 2
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    You can link more than one gift to a Participant in Events module.  So not sure what your question is about.  You can also list more and one Unit in the Event Module under the Registration.  So when I have had an RE system that has the Event module and peeps are giving $$ for more than one thing related to the event I enter them in gift batch as separate line item entries (even if it is all coming from the same payment - don't know if you can do that with online payments).  After the monies have been batched and committed I can then go into Events and link each transaction to the proper consitituent.



    As for Reporting options.  The canned reports are useless.  You really need to build your own through Export.  Also note that if your Participants are not also Constituents, they will not show up on a Participant Query or Export.  This can be problematic for some orgs that need to include Constit Info on their reports so my rule has always been make participants into Constituents if we have their names.  Also if you want your number of peeps RSVPing and $$ amounts to be correct it must be a participant export and you must be very careful to be consistent in your entry in Gifts vs. Events.  The two do not automatically jive with each other.



     

Categories