@EASE Tutorial Notes Page 1 of 5 1.

@EASE Tutorial Notes
How to set up a Third Party Campaign and Record Donations
Page 1 of 5
1.
Begin by setting up all Lookup Table field values.
We recommend using the following:
Campaign Type
TP
Third Party
Campaign Code
DON
Donations
Letter
ThirdParty
Receipt Breakout
ThirdParty
Mailing List
Varies based on the name of the event
2.
Third Party Donations
Set up a Third Party campaign for the fiscal year.
Features to Note:
1.
2.
3.
Campaign Type and Code
Start and End Date reflect the charity’s fiscal year
Breakout Code is ThirdParty … the account code will most likely be a general
account or non-designated account.
@EASE Tutorial Notes
How to set up a Third Party Campaign and Record Donations
Page 2 of 5
4.
5.
6.
Donations will be receipted.
Letter field identifies this as a campaign recording Third Party gifts.
Donations are Charitable and will be accumulated to the donors Donation totals for
the fiscal year.
Thank You messages to be printed on the Receipt are entered through the Profile for this
campaign. These messages will not be specific to the event but more general in nature.
A thank you specific to the event can be printed on the Thank You letter that will accompany the
receipt.
Entering a donation:
Features to Note:
1.
2.
3.
4.
This is an event hosted by a private donor.
The campaign 2009 Third Party Donations provides the necessary default values
including the Receipt Required, Charitable status, Breakout Code and Letter values.
The donor number of this person is recorded in the Acquisition Number field and
their name appears beside it.
The name of the event Wilkin Classic Golf Tournament is selected from a pull down
menu found in the Mailing List field.
@EASE Tutorial Notes
How to set up a Third Party Campaign and Record Donations
Page 3 of 5
5.
All other gift information is the same as a regular donation entry.
It should be noted that if this donor selected a specific breakout code designating the donation
to a particular area of use, the Breakout code would be changed to reflect this request. As no
such request was made, the Breakout code account number would reflect a general number for
use as required by the charity.
Thank You Letter fields:
Event Hosted by a Private Donor:
A Q-Xpress export for this donation would include the Acquisition Number, Letter field, Mailing
List and in the case of a private donor host the Profile Description giving the hosts name in First
Name, Last Name order.
Event Hosted by a Corporate Donor:
A Q-Xpress export for this donation would include the Acquisition Number, Letter field, Mailing
List and in the case of a corporate donor host the Acquired By giving the host company name.
@EASE Tutorial Notes
How to set up a Third Party Campaign and Record Donations
Page 4 of 5
The use of the Word Field IF THEN ELSE would be used to determine if the Acquisition
Number field was Less Than P00000 in deciding which field Profile Description or Acquisred By
to print on the letter.
Sample Private Host Thank You Letter:
Sample Corporate Host Thank You Letter
@EASE Tutorial Notes
How to set up a Third Party Campaign and Record Donations
Page 5 of 5
Reports that can be useful:
1.
2.
3.
Donor Receipting \ Donation Acquisition Report lists all donors to a specific event by
the person or company that acquired the donation.
Campaign Prospect Report provides a total of all dollars by the Mailing List value.
Sample provided.
Use a Membership code like Group ThirdParty and apply this membership to all third
party event hosts through the Membership tab found in their Donor Profile. Print the
Donor Selections report Members with Donation Amounts selecting Group
ThirdParty and printing the last five years of their Participation totals.
Sample provided.
ABC Foundation
Feb 16, 2009
Campaign Prospect Report
Mail List
Responses
Amount
Average Donation
Buffalo Wings Night
Wilkin Classic Golf Tournament
2
2
$150.00
$50.00
$75.00
$25.00
Total
4
$200.00
@Ease - RC1
Page 1
ABC Foundation
Feb 19, 2009
Members with Donation Amounts
Memberships Group Participation
Date Range
Donation Type = Participation
Donor No
C003481
Count:
Donor Name
Buffalo House Bar and Grill
1
@Ease - DNR1
Status
Active
Total:
2008
1,445
1,445
2007
50
50
2006
2005
1,024
1,024
2004
Total
2,519
2,519
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