Data Maintenance

Data Maintenance

 Pledge Maintenance

The Pledge Maintenance window allows for modifying/updating multiple pledges with one click.

Change the occasion name

Update the pledge date

Select a different association

1. Tools >> Data Maintenance >> Pledge Maintenance

2. Check Filter if applicable, and select a filter. Click the ellipsis (...) to browse for the selected filter, or the arrow and 'New..' to create a new filter.

3. Press Search

4. The window below displays account and pledge information including Account ID, Account Display, Date, Occasion, Amount, Association, Total Paid, Outstanding, Due Now amount, Spreads, Notes, Last Payment.

A quick summary towards the bottom of the window displays a list count.


6. Select the pledges to be updated.

Select All - will select all pledges displayed
Deselect All - will clear all selections made
Invert Selection - will clear the selections made, and select the ones that were not selected

7. Select the Field To Update, and enter the new value.

Update Occasion – Changes the occasion for the selected pledges

Update Pledge Date -  Updates the pledge date. When the pledge has a single installment, the installment date will be updated. Otherwise, updating the pledge date will not update the billing plan.

Update Letter Type - Update the letter code

Mark Invoices to Reprint - Mark Invoices To Print/Do Not Print

Add Pledge Association – adds an association or changes the previous one depending on whether or not the ‘limit one per group’ is selected on the association group.

7. Click Process to update.

You may also choose to export the list that you are currently viewing on your screen by clicking on Export.

The account/Pledges selected can be opened by pressing the  or 

Payment Maintenance

The Payment Maintenance window allows for modifying/updating multiple payments with one click.

Adding payments to batches.

Updating payments that were batched incorrectly.

Selecting a receipt letter type.

Marking receipts to be reprinted.

Changing Tax Deductible/Deposit Amounts

1. Tools >> Data Maintenance >> Payment Maintenance

2. Check Filter if applicable, and select a filter. Click the ellipsis (...) to browse for the selected filter, or the arrow and 'New..' to create a new filter.
See How to Create a Filter?

3. Click Search

4. The window below displays payment details including Date, Payment Method, Amount, Occasion Applied To, Check #, Account ID, Account Display, Receipt Amount, Deposit Amount, Print Receipt(True/False), Receipt Print Date, Letter Code, Receipt Number, Cumulative Receipt(True/False),Payment Association Codes, Notes, CCBilled(True/False), CCBilledDate and Card Number .

If a pledge was paid in installments each payment is listed separately.

A quick summary towards the bottom of the window displays a list count.


4. Select the payments to be updated.

Select All - will select all payments displayed
Deselect All - will clear all selections made
Invert Selection - will clear the selections made, and select the ones that were not selected

6. Select the Field To Update, and enter the new value.

Print Receipt- Marks payments as 'To Print' or 'Do Not Print'

Cumulative Receipt - mark payment to receive a cumulative receipt or standard receipt

Receipt Print Date - Update payments' receipt print date

Letter Type - Update payments' letter code

Clear Receipt # Override - Clear the Receipt # Override field

Method - Change the payment method

Batch - Change the batch number assigned. Press the down arrow and Edit/New to open the Batch Manager

Payment Date - Update the payment date

CC Billed - Mark as 'Billed' or Not 'Billed'

Update Deposit Amount - Increase/Decrease the Deposit Amount to equal the payment amount [times, plus, minus] X

Update Tax Deductible Amount- Increase/Decrease the Deposit Amount to equal the payment amount [times, plus, minus] X

Note: Use Pmt Amount * 1.05 to set the new amount as the payment amount + 5%.

Negative Numbers are allowed.

Add Association - Press the ellipses button(...) to add the selected associations to the payment.

7. Click   to update

The account/payment selected can be opened by pressing the or

Address Maintenance

The Address Maintenance window allows for modifying/updating multiple addresses with one click.

Validating multiple addresses using the Address verification feature. Note: This feature requires prior subscription to address verification services.

Correcting addresses which the country was entered incorrectly.

Clearing common spelling mistakes in cities.

Inserting zip codes

Inactivating selected addresses.

1. Tools >> Data Maintenance >> Addresses >> Address Maintenance

2. Check Filter if applicable, and select a filter. Click the ellipsis (...) to browse for the selected filter, or the arrow and 'New..' to create a new filter.

3. Click Search

4. The grid displays all address information including Account ID, SystemDisplay1, Type, Care Of, Number, Street, Apt #, City, State, Zip, Zip4, Country, Notes, Inactive, Crrt, DpvCode, LastDpv

If an account has multiple addresses each address is listed separately, based on your filter.

A summary towards the bottom of the window displays a list count.


5. Select the addresses to be updated.

Select All - will select all addresses displayed
Deselect All - will clear all selections made
Invert Selection - will clear the selections made, and select the ones that were not selected

6. Select the Field To Update, and enter the new value.

Validate only- Will validate and standardize addresses using the Address verification feature. When Validate Only is selected, the addresses will be validated only, no additional fields will be updated.
Type - Change the address type. (ie- Home, Parents)
Inactive - update address as inactive/active
Street
City
State
Zip
Zip + 4 - Update the zip code's 4 additional digits
Country

Validation - This option allows you to validate/standardize addresses, while updating an additional address field. The available validation types are none - will not validate, auto - automatically validates addresses or manual - allows you to manually validate addresses.

7. Click   to update

The account selected can be opened by pressing the

Prospect Maintenance

The Prospect Maintenance window allows for modifying/updating multiple prospects with one click.

Setting priorities or groups for prospects

Updating the status

Setting a target amount for all who donated the previous year

Deleting prospects

1. Tools >> Data Maintenance >> Prospect Maintenance

2. Check Filter if applicable, and select a filter. Either click the ellipsis (...) to browse for the selected filter, use the smart search(magnifying glass) to search for a filter or the arrow and 'New..' to create a new filter.

3. Click Search

4. The window below displays prospect details including Account ID and Display, Occasion, Solicitor, Group, Status, Target Amount, Priority, Contact By, Time to Contact, Account Address, Prospect Address, Telephone, Sort, Notes, Date Entered, Contact Via.

If an account is a prospect for multiple occasions, each prospect is listed separately.

A quick summary towards the bottom of the window displays a list count.


5. Select the prospects to be updated.
Select All - will select all prospects displayed
Deselect All - will clear all selections made
Invert Selection - will clear the selections made, and select the ones that were not selected

6. Select the Field To Update, and enter the new value.

Solicitor 

Group
Status
Target Amount
Mark as Deleted
Priority - Prospects are prioritized using 1..5 as highest priority to lowest priority.
Sort
Contact By
Contact Via

7. Click  to update

The account/prospect selected can be opened by pressing the or

Association Maintenance

The Association Maintenance window allows for modifying/updating multiple account associations with one click.

Creating an end date for particular associations

Entering an occasion for an association

Adding notes

Removing associations from accounts

1. Tools >> Data Maintenance >> Association Maintenance

2. Check Filter if applicable, and select a filter. Either click the ellipsis (...) to browse for the selected filter, use the smart search(magnifying glass) to search for an existing filter  or the arrow and 'New..' to create a new filter.

3. List Linked Associations - By selected this, all linked associations(to pledge, payment...) will be included in the search. When linked associations are included in the search, deleting the association is the only available update.

4. Click Search

5. The window below displays all association information including Account ID and Display, Association Code, Begin Date, End Date, Occasion, Notes, Individual, Address, City, State, Zip, RelatedTo

If an account has multiple associations each association is listed separately.

A quick summary towards the bottom of the window displays a list count.


6. Select the addresses to be updated.
Select All - will select all associations displayed
Deselect All - will clear all selections made
Invert Selection - will clear the selections made, and select the ones that were not selected

7. Select the Field To Update, and enter the new value.

Association Code

Occasion - This can only be updated for associations which are used by occasion 

Notes

Begin Date - Date the association begins

End Date - Date the association is no longer applicable

Delete - Delete the association

8. Click   to update

The account/association selected can be opened by pressing the or

Reservation Maintenance

The Reservation Maintenance window allows for modifying/updating multiple reservations with one click.

Update the Table # and Table type

Mark reservation cards to reprint

Change the Card print date

          
Change Confirm sent date

1. Tools >> Data Maintenance >> Reservation Maintenance

2. Check Filter if applicable, and select a filter. Click the ellipsis (...) to browse for the selected filter, or the arrow and 'New..' to create a new filter.

3. Click Search

4. The window below displays reservation details including Occasion, gender, first and last name, Table #, Notes, Print Date, Confirmation Date and Date Entered.

A quick summary towards the bottom of the window displays a list count.


6. Select the reservations to be updated.

Select All - will select all reservations displayed
Deselect All - will clear all selections made
Invert Selection - will clear the selections made, and select the ones that were not selected

7. Select the Field To Update, and enter the new value.

Table – allows you to switch the table #.

Occasion – update the occasion

Reservation type – changes the reservation type to the one selected

Print Card - update the reservation To Print/Do Not Print

Card print date

Confirm sent date

Unlink Reservations - remove the reservation link

Meal Type

Attended - Update to Yes/No

Is Guest - Update to Yes/No

7. Click Process to update.

You may also choose to export the list that you are currently viewing on your screen by clicking on Export.

The account/reservations selected can be opened by pressing the  or  'Open Reservation' button. 

Telephone Maintenance

The Telephone Maintenance window allows for modifying/updating multiple telephone numbers with one click.

Change the telephone type, 

Mark Inactive

1. Tools >> Data Maintenance >> Telephone Maintenance

2. Check Filter if applicable, and select a filter. Click the ellipsis (...) to browse for the selected filter, or the arrow and 'New..' to create a new filter.

3. Press Search

4. The window below displays account's and telephone numbers information including Account ID, Account Display, Type, Number, Active and Notes.

A quick summary towards the bottom of the window displays a list count.


6. Select the telephone numbers to be updated.

Select All - will select all records displayed
Deselect All - will clear all selections made
Invert Selection - will clear the selections made, and select the ones that were not selected

7. Select the Field To Update, and enter the new value.

Type – Changes the telephone type of the selected numbers.

Mark Active -  Mark the number as Active/Inactive.

Note - Update the Note

Add Tel Association – adds an association or changes the previous one depending on whether or not the ‘limit one per group’ is selected on the association group.

Area Code

Country Code

Email Validation 

1. Select the Validation Type:

a. No Validation

b. Validation Only - Validates the selected telephone numbers

c. Update Only if Invalid - Updates the invalid email addresses.

d. Update Only if Valid - Updates valid email addresses

2. Validation Level - Select from the list of available Validation Levels.

8. Click Process to update.

 - You may also choose to export the list that you are currently viewing on your screen by clicking on Export.

- The account/tel number selected can be opened by pressing the 'Open Account' or  'Open Tel Number' button.

Contact Log Maintenance

The Contact Log Maintenance window allows for modifying/updating multiple contact logs with one click.

Deleted Contact Logs in bulk

Updating Contact Logs with a new type, detail or date/time

1. Tools >> Data Maintenance >> Contact Log Maintenance

2. Check Filter if applicable, and select a filter. Click the ellipsis (...) to browse for the selected filter, or the arrow and 'New..' to create a new filter.

3. Click Search

4. The list below displays all contact log information including Account ID and Display, Date/Time, Type, Detail, Notes, Entered By and Date Entered

If an account has multiple contact logs each association is listed separately.

A quick summary towards the bottom of the window displays a list count.

5. Select the contact logs to be updated.

Select All - will select all contact logs displayed
Deselect All - will clear all selections made
Invert Selection - will clear the selections made, and select the ones that were not selected

6. Select the field to update and enter the new value.

Type

Date/Time

Detail

Delete - to delete all the selected contact logs

7. Click   to update

The account/contact log selected can be opened by pressing the 'Open Account' or 'Open Contact Log'