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Gift quick create

 

Overview

 

The gift quick-create form is a feature that allows you to streamline the gift creation process. This feature was introduced on March 24, 2022. If your organization was installed prior to that date, you will need to opt in for this feature. If you were installed after that date this feature comes standard as part of your akoyaGO system.

Introduction

 

When we talk about “quick-create” forms, we’re referring to the panel that slides out from the right side of your screen. You may have noticed this behavior when you create a Contact or Constituent on the fly from a look up field. Quick-create forms contain only the most important or relevant fields for a record to be created. After a record is created in quick-create, you can go back and flesh it out later if desired.

 

Opt-in

 

There are two ways to opt in for gift quick-create. The first option is to reach out to our Support team (support@akoyago.com, 877-767-6703) and they will assist you with this process. Or you can turn on this functionality for yourself. It is a simple process.

 

1. Go to make.powerapps.com and log in using your akoyaGO credentials.

 

2. Ensure the environment is correct. There is a default environment. Choose the environment that is your organization’s name if it is not selected.

 

3. Drop down the Dataverse option in the left-hand navigation panel and select Tables.

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4. Make sure the tables shown are set to All. It may set to Default automatically.

 

5. Scroll down until you see Gift and click on it.

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6. Select the settings gear

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7. A panel will slide out from the right side of the screen. Expand the Advanced Settings option.

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8. Scroll down until you see Leverage quick-create form if available. Check the box next to that setting.

 

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Using gift quick create

 

NOTE: If you have opted in for gift quick-create, do not attempt to add a gift from a Fund record. This will cause the form to automatically create numerous payments with the Fund filled in. If you do this, simply delete the additional payments.

 

The gift quick-create form can be accessed from any page in akoyaGO. You do not have to be in a gift-related entity or record. As a best practice, however, we always recommend you start entering a gift from the Donor record. That way, the Donor and Payor fields will auto populate. To open the general gift quick create form, click on the plus sign in the right side of the top ribbon and select Gift.

 

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The quick-create panel will slide out from the right side of the page. This form is responsive, meaning, certain options will reveal additional fields. For example, if you choose Pledge as the gift type, a field will appear at the bottom of the form asking the Est. Pledge Pay Date.

 

Next, all you have to do is fill in the form accordingly.

 

Fill out the gift quick create form

 

Gift Details:

  • Donor: lookup field. Search for and select the donor.
  • Donor Anonymity: No or Yes. If Yes, Formal Acknowledgement will change to “Anonymous”. Please note, if you select Yes then change it back to No, you need to manually delete Anonymous from the Formal Acknowledgement. If Anonymity = No, the Donor’s Address will populate a field on Gift called Formal Gift Address. Please note: this field is not responsive and will not update if the Donor address is changed. It represents a moment in time.
  • Formal Acknowledgement: You do not need to fill this field in. If Donor Anonymity is set to No, it will remain blank, but will default to the Donor’s Formal Default.
  • Gift Date: transfers to the gift payment and can be changed in the payment record if desired.
  • Commitment: $ amount committed. When you enter the Commitment, the Amount field will auto populate with the commitment amount. If Commitment and Amount are different, you can edit Amount.
  • Purpose: transfers to the description in the general ledger
  • Gift Type: choose the gift type. Depending on your selections, additional fields may appear on the form.

 

Memory/Honor Details:

  • Memory and Honor: No or Yes. If yes, a field will appear directly under where you can write the in memory or in honor of memo.

 

Payment Details:

  • Payor: lookup field. Search for and select the payor. The payor will be the same as the Donor. If the payor needs to be different from the Donor, click the magnifying glass in the Payor field and look up the correct record.
  • Recurrence: if gift is recurring, choose frequency
  • Payment Type: select from the dropdown. Depending on your selection, additional fields may appear on the form. All payment types except In-Kind, Real Estate, and Held Stock will fiscally transfer. If you choose In-Kind, Real Estate, or Held Stock, you will need to create a journal entry for them. 
  • If the Payment Type is marked as a pledge, the funds will not transfer from the specified receivable account until you return to the payment record and mark the pledge as received. At this point, the funds will move into the undeposited funds account.
  • Vendor Fee: No or Yes. If yes, a lookup field will appear directly under Vendor Fee where you can look up the fee to apply. If choosing a non-calculated gift fee, the Fee Amount must not equal $0.00 or the
  • Fund: lookup field. Search for and select the fund.
  • Amount: $ amount of the gift. This amount can be different from the Commitment amount.

 

From here, if you are satisfied with the Gift, click Save and Close.

 

Multi-payment gifts

 

If you have multiple payments on the same gift, fill in the subsequent fund and amounts until all the gift payments are accounted for. A subsequent Fund and Amount will appear when you enter the Fund in the previous payment. Only the first Fund and Amount are required.

 

You are limited to entering 12 gifts on one form. Please note, however, each subsequent gift will be held to the settings on the form (e.g. Donor, Gift Type, Payment Type).

 

Please note: if you add a percentage vendor fee on a multiple payment gift, it will take the percentage from each payment in the gift. If you add a flat vendor fee, make sure to check your fee amounts when processing the gift payments.

 

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Gift Payments

 

Gift payments are automatically created when you save and close the quick-create form. If you entered more than one gift payment, multiple payment records are created. Process the gift payments and send to accounting. Non-gift payments can be posted to any account type, if need be. You will see a message warning you that the account type is unusual, but you can proceed with the transaction.

 

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Send to Accounting Form

 

There is a form option on Gift Payments called Send to Accounting. This form contains only the posting date and Folio. You can utilize this form from an individual gift payment, or you can employ it to bulk send gift payments to accounting.

 

From an individual Gift Payment record, from down the form and select Send to Accounting.

 

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Fill in the Posting Date if needed and enter Go in the Folio. Save. If successful, the Folio will read as Received. If there was an error, the Folio Go Error Text field will populate.

 

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Bulk Send to Accounting

 

If you have multiple Gift Payments that have been processed up to the point of the Folio, you can bulk send to accounting.

 

From the Gift Payments entity, select the records that you need to send to accounting and click Edit.

 

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A form will appear on the right-hand side of the screen. Near the top, there is a form drop-down field. Select Send to Accounting.

 

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The form will change to respond to this change. Fill in the Posting Date and enter Go in the Folio field. Click Save. If successful, the Folio in the individual gift payment records will read as Received. If there was an error, the Folio Go Error Text will populate.

 

Deleting Gift Payments

If you try to delete a gift payment that has already been sent to accounting (exists in Business Central), you will see the following error message and will be unable to delete. If you need to make changes to a gift that has already been sent to accounting, use the reversal process.

 

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