Gift Entry on Head of Household

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Angela Bertrand 2
Angela Bertrand 2 ✭
Tenth Anniversary Facilitator 1 Photogenic
in Blackbaud Raiser's Edge NXT®: General Discussion
We've recently created and are implementing a policy of entering gifts onto the Head of Household record (better late than never, right?!). We had been just entering it on the record of whomever gave the gift - if the wife signed the check, it would go on her record, if her partner signed the check it would go on their record. This was simple at the data entry step, but messy when it came to reporting, tracking relationships and at a few other points. 


I know this is a policy many orgs share... and I have a question: how do you know who the head of household is when doing gift entry? Do you open each record to confirm you're entering it on the Head of Household? Is there a naming convention that helps? Do partners only get relationship records? Is there another way I'm missing? Any support here is greatly appriciated as we look for the most efficient way of making sure we're following our new policy. 
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  • Sunshine Reinken Watson
    Sunshine Reinken Watson ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    You can create a business rule that will pop up when entering a gift if it is not the head of household record. Config-Business Rules-User Defined Rules-Gift


    Link it to a constituent query with this criteria:


    This Individual Is The Head of Household equals Yes

    AND This Individual Is the Spouse equals Yes
  • Jen Claudy
    Jen Claudy ✭
    Tenth Anniversary Facilitator 4 Name Dropper Photogenic
    Because we have Solicit Codes as an Attribute, I repurposed that field on Bio1 to quickly show HOH information.  Table options are:

    Head of Household

    Head of Household - Different Lastname

    Living Head of Household (Spouse Deceased)

    Secondary Record

    Secondary Record - Different Lastname

    Deceased


    There is also (for reporting and lists outside of RE purposes) an Attribute:

         on the HOH Record = Secondary Record: Head of Household: hoh4567891+sec987654

         on the Spouse/Secondary Record = Secondary Record: Secondary Record: hoh4567891+sec987654

    Comment is the same so they sort together, even if they have different lastnames.


    You could also use Business Rules based on an Attribute...or maybe on the HOH/Spouse option from the Relationship.


    We make the HOH the one with the closest connection to us as an org.  Most of the time, we have one record per household, it's only when both are active volunteers, etc. that we create two records.  But most of the time, it doesn't truly matter to us which one is marked HOH.
  • JoAnn Strommen
    JoAnn Strommen ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    Business rule as just posted for spouses.  Business rules are set up under Configuration and you would need to have rights to set it up. There are knowledgebase solutions that explain how to create.


    For partners, I'm guessing that could be more complex.  If they are filing separate tax returns the gift/receipt may need to be in their name.  (not sure who you were referencing with "...on their record" in your post.


    In setting your policy, how will you enter a gift from Bill (HOH) & Sue Brown if the check is signed by Sue and only her name is listed as account holder?  We run into this occasionally. 


     
  • Elizabeth Johnson
    Elizabeth Johnson ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic

    Sunshine Watson:

    You can create a business rule that will pop up when entering a gift if it is not the head of household record. Config-Business Rules-User Defined Rules-Gift


    Link it to a constituent query with this criteria:


    This Individual Is The Head of Household equals Yes

    AND This Individual Is the Spouse equals Yes

    I'm curious if you have Online Express for your online donations. And if so, how you would handle your new decision to only put gifts on the Head of Household. We have not found a straight forward way to give credit to anyone but the credit card holder in RE. We have explored this a little and we are still new to Online Express. In the case of our parents we only have one record for the married couples. We can create a new record then merge the gift to the record we feel it belongs and delete the new obsolete record - this is cumbersome and I'm not sure it is one of my better work around.

  • Jen Claudy
    Jen Claudy ✭
    Tenth Anniversary Facilitator 4 Name Dropper Photogenic
    Elizabeth:  You should be able to link the OLX Donor with any existing RE record and then mark to prevent OLX from editing any data.  I'm pretty sure I've done this when a board member's spouse made a donation for their household, and the record has the board member as the HOH (and no constituent record for the spouse).  Otherwise, letting OLX create a new record and then merging everything after the process is complete is probably your best option.
  • Angela Bertrand 2
    Angela Bertrand 2 ✭
    Tenth Anniversary Facilitator 1 Photogenic
    This was great! Thank you! 


    I'm going to set up a business rule to alert us, then try the other solutions as issues pop up. 


    Thanks again!
  • Denise Hawks
    Denise Hawks ✭
    Ancient Membership Facilitator 1 Photogenic
    I created a business rule so that we apply gifts to HOH - it does not work when entering gifts through the batch module.

    This is quite the problem as we use batch to enter all gifts.
  • Sunshine Reinken Watson
    Sunshine Reinken Watson ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic

    Denise Hawks:

    I created a business rule so that we apply gifts to HOH - it does not work when entering gifts through the batch module.

    This is quite the problem as we use batch to enter all gifts.

    The business rule I detailed above works in batch mode unless you import the constituents into a gift batch through a query. None of the gift entry business rules work in that case. smiley

  • JoAnn Strommen
    JoAnn Strommen ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    The business rule should work in batch.  Did it get set up in the right place in configuration?  Just a thought as there are several options. 
  • Bonnie Pearce
    Bonnie Pearce ✭
    Tenth Anniversary Photogenic First Reply
    We have a slightly different way of processing gifts from non-HOH. 

    1. The gift goes on the name of the person who signed the cheque

    2. Ensure linking to the spouse, with soft credit to HOH

    3. Confirm signee's solicit code of "DNS-has another record" (which directs solicitations to the HOH)

    4. Attribute of "Recognition  - on other Constituent" (which directs recognition to HOH, which would have the "couple/family" name)


    In my batch processing, my "Define Constituent Fields" include spouse name/deceased?, recognition name, solicit codes for easy checking.

    Reason - if a family dissolves we can then separate the gift history as it was given. 

    Sometimes the HOH is just "the man" and not the actual donation decision maker.

    Easy to change recognition as well if a breakup occurs.

    (We are a hospital foundation, but this is based on school database challenges.  Works well so far LOL).
  • Gina Gerhard
    Gina Gerhard ✭
    Ancient Membership Facilitator 3 Photogenic
    Bonnie - Just wondering why you need #3 - adding solicit code to the non-HOH constituent.

    Can't you just use HOH processing to direct the solicitation to the HOH only?

     
  • Nicole S
    Nicole S ✭
    Ancient Membership Facilitator 3 Name Dropper Photogenic
    3 does seem redundant, but I know I've made "special" solicit codes for things like "deceased -- do not solicit" and somehow found them to be helpful. Ce la vie.

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