Tribute Management - Adding A Tribute Account

Continuing our series on managing the tribute revenue stream, we will discuss adding a tribute account.

Tribute records can only be added after an account has been established. You must have an Account ID (FRID) to create a tribute record.

  1.  Click File: Open: Tribute Management. The Tribute inquiry window opens. Here you can:

  • Identify the account that gifts will honor or memorialize
  • Define any designation(s) associated with those gifts
  • Capture relationships that are specific to that Tribute
  • Identify the person (or people) that should be notified of gifts received
  • Review the gifts and notifications associated with that Tribute account

a. Click New

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2.    The first screen is the Tribute screen. On the Tribute screen:

a.    In the Tribute ID field, add the Account ID (FRID) of the account which will become a tribute.

i.    If you are creating a Tribute using an existing ENTERPRISE Account, you may enter the FRID directly, or search for the account using the Account Inquiry screen.

ii.    If you are creating a Tribute using a new ENTERPRISE Account, you can click New on the Account Inquiry screen to create a Tribute only account.

b.    After the FRID is selected or created, choose a Tribute Type.

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    • Honorarium is used for account individuals who are still living.
    • Memorial is used for account individuals who have passed away. If the Tribute is a Memorial, also add the Deceased Date.

b.    In the Gift Information area:

i.    Add the Default Designation for the tribute, if applicable. For example, the family of a deceased Tribute account might establish an endowment fund that they would like the gifts to support.

c.    In the Note area:

i.    Add a note, if applicable.

d.    Press Save to save add the record into Tribute Management.

3.    Adding a Notified Party

Notified parties are usually relatives, board members, or others with a special relationship to the person the tribute fund is commemorating. They receive a notice whenever a tribute is sent in to the fund.

The Notifications screen in the Tribute Management window lists all of the notifications that have been sent in connection with the tribute. A notification is a letter or other correspondence alerting a notified party that a tribute gift has been made.

a.    On the Notified Parties screen, click New to create a new entry below any existing notified parties.

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    • Notify ID: Enter the ENTERPRISE ID for the account you want to use as a notified party. Or, click the ellipsis button to open the Account Inquiry window where you can query the database for the ID
    • Addr#: Select the address at which the notified party would like to be contacted.
    • Notify: Check the Notify box if you’d like the notified party to receive notification listings; this is the default.
    • Last List: Enter the date of the last notification list in the Last List field, if needed.
      i. The Last List field displays the date of the last notification listing sent to the Notified Party. It automatically updates when the listing is generated by ENTERPRISE. If you send out a manual notification listing, enter the date of that communication here.
    • Note: Type a Note about the notification, if needed.

4.    Add/Change Address Information
You are able to make amendments to the Tribute account’s address information directly from Tribute Management. The Address screen here is identical to the traditional Account Management Address screen.

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5.    Add/Change Relationship Information
You are able to make amendments to the Tribute account’s relationship on the Relationship tab, which is identical to the traditional Relationships screen in Account Management.

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Relationships are automatically created for Notified Parties based upon the relationship defined in your ENTERPRISE Code Table (frcodtab). See last week’s Buzz for the setup of this table variable.

6.    Review Gift Information
When gifts are processed in association with a particular Tribute record, you are able to review a summary of ALL gifts directly from the Tribute record within Tribute Management.

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7.    Review Notification Information
The Notifications screen in the Tribute Management window lists all of the notifications that have been sent in connection with the tribute. A notification is a letter or other correspondence alerting a notified party that a tribute gift has been made.

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    • Account ID: The ENTERPRISE ID of the person or organization who donated to the tribute gift.
    • Account Name: The donor’s name.
    • Date: The date on which account donated the tribute gift.
      #: The sequence number for the tribute gift. The sequence number is used when more than one tribute gift is donated by the same account on the same day.
    • Notify ID: The ENTERPRISE ID of the notified party.
    • Notify Name: The name of the notified account.
    • Addr#: Defines the address at which the notified party should be contacted

a.    Custom Notification Addresses

i.    From the Notifications screen, you can also create a custom address at which the notified party should be contacted. To do so, click on the Custom Address button.

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Once a custom address is attached to a notification, a bubble appears next to the Notified Name:

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In our next Buzz in the Tribute Management series, we will cover processing tributes.