Fund reports - help.uwadvancement.org€¦ · Web viewLesson 3: Revenue and Recognition. Notes ... Module Objectives. After you complete this course, ... Lesson 1: Select Funds

Advancement Resources Fund

Reports

TABLE OF CONTENTSTable of Contents................................................................................................................................ 2Fund reports.........................................................................................................................................3

Module Objectives................................................................................................................................................... 3Lessons................................................................................................................................................................... 3

Lesson 1: Select Funds and View Fund Information........................................................................4Lesson Objectives................................................................................................................................................... 4Fund List & Information Page.................................................................................................................................. 5Select Funds........................................................................................................................................................... 5

Search for a Fund............................................................................................................................................. 5Select a fund and view Fund Information from the Fund List..................................................................................6

Lesson 2: Select and run a Report.....................................................................................................9Donor Stewardship Report...................................................................................................................................... 9Gifts with Multiple Recognition Credits:.................................................................................................................11Understand the Excel Fields:................................................................................................................................ 13Donor Revenue Report......................................................................................................................................... 14Outstanding Pledge Balance Report..................................................................................................................... 16Fund Activity Report.............................................................................................................................................. 18Fund Balance Report............................................................................................................................................ 19

Lesson 3: Revenue and Recognition...............................................................................................21

Lesson 3: Revenue and Recognition

Fund reportsThe purpose of this course is to teach Advancement Resources users how to select funds and run reports from the Fund Reporting menu.

Module ObjectivesAfter you complete this course, you will be able to:

o Filter and search for funds o View Fund Informationo Run the Donor Stewardship Reporto Run the Donor Revenue Reporto Run the Outstanding Pledge Balance Reporto Run the Fund Activity Reporto Run the Fund Balance Reporto Understand the difference between Revenue and Recognition

LessonsLesson 1: Select Funds and view Fund Information from the Fund List/Information page

In this lesson you will learn how to filter, search and select funds from the Fund List page and view a Fund Information Report.

Lesson 2: Run a Report

In this lesson you will learn how to run the reports, including Fund Activity, Fund Balance, Outstanding Pledge Balance, Donor Revenue and Donor Stewardship available on Advancement Resources.

Lesson 3: Revenue vs Recognition

In this lesson you will learn the difference between revenue and recognition credits in ABE.

Notes

© 2014, University of Wisconsin Foundation. This material may not be reproduced or transmitted in any way. 3


LESSON 1: SELECT FUNDS AND VIEW FUND INFORMATION

In this lesson you will learn how to filter, search and select funds from the Fund List page and view a Fund Information Report.

Lesson ObjectivesAfter you complete this lesson, you will be able to:

o Effectively use the search and filter features to locate existing fundso Select funds from Fund List o View a Fund Information Report on a fund

4 © 2014, University of Wisconsin Foundation. This material may not be reproduced or transmitted in any way.


Fund List & Information PageFund reporting begins with the selection of a fund or group of funds from the Fund List and Information page.

The general workflow for adding selecting a fund to run a report is represented in the following graphic:

Select FundsSearch for a Fund

The following steps should be taken when searching for a specific fund

1. Select the associated Unit or Fund Group from the dropdown menu

2. For ease of use, use the appropriate type of search from the Filter Fund List when searching:

Fund Number Search is best when you know the fund number

Fund Name Search is best when you know the name or a part of the name of the fund

Notes


Select Unit or Fund Group

Use Filter Fund List Select Funds


3. Use Fund Name Search if the name may have been spelled incorrectly or the full name is unknown. This will bring up any fund in the Unit or Fund Group that has the word in its name

Select a fund and view Fund Information from the Fund List

1. Once the Filter Fund List reflects the fund(s) you would like to view, press Apply Filter. The Fund List will refresh with the applicable funds.



2. To view Fund Information (Fund Description,Financial Information, Fund Report Recipient, etc) select “View” to the right of the fund name.

3. To select a fund or set of funds, check the box to the left of the Fund Number on the Fund List. You will notice the Funds Selected underneath the fund box will change as you add or remove funds.

Notes



4. To select all funds, check the box right next to the Fund Number heading on the Fund List.



LESSON 2: SELECT AND RUN A REPORTDonor Stewardship Report

1. Once your funds are selected, under the Fund List, choose the report you would like to run from the “Select Your Report” box. You may only select one report at a time.

2. The report selection criteria will pull up in a new window. Complete the Selection Criteria and click Create Report.

TIP: Date Selection Types are Date Entered and Transaction Post Date. Use Date Entered when you want to see the gifts that were entered during a certain time period (previous week/day). Use Transaction Post date when you want to view gifts from the old system or a month that has closed.

Notes



3. The report summary will appear in the lower half of the page.

4. To view Details of the report, select Details on the right side of the page next to the corresponding line you would like to view.



5. To view all details, select Export All Details to Excel. The file will be sorted by Revenue Transaction ID to make it easy to identify individuals and organizations associated with the same gift.

Gifts with Multiple Recognition Credits:1. The Donor Stewardship Report is based on Recognition Credits. There are five types of credits on this

report: Matching Gift, Donor Directed, Self, Spouse and Soft. For more information on Recognition Credits, please see “Recognition Credits” in the Knowledge Base article here: ABE Report Glossary

2. Multiple recognition credits can be given for a single gift. For example, if a Family Foundation gives a gift on behalf of an individual(s), the Family Foundation would receive “Donor Directed” credit and the individual(s) would receive “Soft” credit.

3. If a gift is made by a married couple, previously considered a joint gift, one individual would receive “Self” credit and the other would receive “Spouse” credit. The report is displaying these gifts on a single line so it is easy to identify gifts made by a household.

Notes


https://help.uwadvancement.org/hc/en-us/articles/203076846-ABE-and-Advancement-Resources-Report-Glossary


4. To identify gifts with multiple Recognition Credits that are not “Self” or “Spouse” follow these steps:

a. Export the file to Excel.

b. Highlight the first column “Rev Transaction ID”

c. From the “Home” tab, select the “Conditional Formatting” dropdown (near the middle of the menu bar.

d. Select the first option “Highlight Cells Rules” and the last item on that list, “Duplicate Values”. This pop-up should apper:



e. Click “OK”. The Revenue Transaction IDs that are highlighted identify the gifts that have multiple Recognition Credits. Note: Please review the address for each donor to ensure multiple letters are not sent to the same household.

Understand the Excel Fields:1. Revenue Transaction ID is specific to the hard credit transaction in ABE. You will see the same Revenue

Transaction ID when there is more than one Recognition Credit associated with a gift, i.e. Donor Directed and Soft. They are grouped together on the report to help you identify a single gift with multiple recognition credit types.

2. Recognition Credit Type will show the details of the recognition the constituent received for the donation. See Report Glossary for more details on the definition of Recognition Credits.

3. Transaction Date is the date the gift was received by US Bank or the UW Foundation for processing.

4. Date Entered is the date the gift was processed in ABE.

Notes



5. Tribute applies to donations made in honor of, in memory of, in celebration of, in support of or pet memorial for an individual or pet.

6. The Matching Gift field will show yes when a company has made a gift to match a gift made by a constituent. The individual who initiated the matching gift receives soft credit.

7. First Gift to the Fund is on a fund by fund basis.

8. First gift Overall is for any fund held at the University of Wisconsin Foundation. Eg. Mr. Smith makes their first donation to the College of Letters and Science Annual Fund in August, they will appear on the report with “Yes” under “First Gift to Fund” and “First Gift Overall”. If his next gift is to the Department of English Annual Fund, “First Gift to Fund” would be “Yes” and “First Gift Overall” would be “No”.

9. Appeal is used to signify the solicitation or ask linked to the donation. i.e. Share the Wonderful or Year End Mailing, etc.

10. Payment Channel is how the gift was received, i.e. Telefund, Online, eHealth, etc.

11. Pledge Type will appear when the gift is associated with a pledge recorded in ABE. Examples include Fixed Term Pledge, Automatic Deduction, Payroll Deduction and Telefund Pledge.

12. Additional Information will display any notes from gifts posted in the old system, Strategy.

13. Degree Year, School/College, Degree Major and Degree Type is based on the constituent’s Primary Degree in ABE. If someone has a primary degree that has a double major or crosses colleges, the information will be listed in the “UW Degrees” field.

14. UW Degrees will lists all degree types and majors held by the constituent, including the primary degree listed in the previous fields. Spouse degree information is listed the same way.

Donor Revenue Report1. Once your funds are selected, under the Fund List, choose the report you would like to run from the

“Select Your Report” box. You may only select one report at a time.

2. The report selection criteria will pull up in a new window. Complete the Selection Criteria and click Create Report.



3. The report summary will appear in the lower half of the page.


Notes



5. To view all details, select Export All Details to Excel. The file will be sorted by Revenue Transaction ID to make it easy to identify individuals and organizations associated with the same gift.

Outstanding Pledge Balance Report1. Once your funds are selected, under the Fund List, choose the report you would like to run from the


2. The report will generate and open in a new window. Only the funds with outstanding pledge balances will appear on the report.




4. To export the details for a single fund, select the Export To Excel button where the details are displayed.

5. To export the details for all the funds originally selected, use the Export All to Excel button.

Notes



Fund Activity Report1. Once your funds are selected, under the Fund List, choose the report you would like to run from the


2. The report selection criteria will pull up in a new window. Complete the Selection Criteria and click Create Report. At this time, the report is available for a 365 day period; you may still request any year, but only one year at a time. Please note, the Report Begin Date will always default to the first of the month.

3. To view Asset Account details, select the Details button to the right of the fund. Use the Account Category dropdown to view other Asset Accounts. For more information on Asset Accounts, please go to the Knowledge Base.



4. To view all Asset Accounts, select Export to Excel. At this time, only accounts that have had activity in the time period selected will appear on the report.

Fund Balance Report1. Once your funds are selected, under the Fund List, choose the report you would like to run from the


2. The report selection criteria will pull up in a new window. Complete the Selection Criteria and click Create Report. This report is based on the information available at the end of previous months; if you select any date within the current month, the report will return a balance of $0 for all funds selected.

Notes





LESSON 3: REVENUE AND RECOGNITIONOne new concept that ABE introduces to the Wisconsin Foundation and Alumni Association (WFAA) is the concept of revenue and recognition credits. The goal of this document is to serve as a quick reference guide to help understand the differences between the two.

REVENUE Revenue represents the actual payment (cash, check, stock, etc) made on a donation, pledge, matching gift, etc. In ABE, revenue will be applied to only one constituent (individual or organization) per transaction.

RECOGNITION CREDITS Recognition Credits represent the way we credit or recognize constituents for one particular revenue transaction. Recognition Credits are mainly used to calculate an individual constituent’s eligibility for Recognition Programs

like the Bascom Hill or Middleton Societies. In ABE, multiple recognition credits can be applied to a given revenue transaction. At Go Live there will be five Recognition Credit Types in ABE:

o Self – Applied to the constituent making a gift on his or her own behalf or by an organization on its behalf. The amount of recognition applied is equal to the payment/revenue amount. Only one Self Recognition Credit may be applied to a given revenue transaction.

o Spouse – Applied to the spouse only when a “joint gift” is made and the spousal relationship or life partner relationship is indicated. Only individuals can receive this type of Recognition Credit. The amount of recognition credit applied is equal to the payment/revenue amount. Only one Spouse Recognition Credit may be applied to a given revenue transaction.

o Donor Directed - Applied to an organization when an individual or company makes a gift through an organization. Usually only found on an organization’s record. The amount of recognition credit applied is equal to the payment/revenue amount. Only one Donor Directed Recognition Credit may be applied to a given revenue transaction.

o Matching Company – Applied to an organization when an individual’s gift is matched. Only found on an organization’s record. The amount of recognition credit applied is equal to the payment/revenue amount. Only one Matching Company Recognition Credit may be applied to a given revenue transaction. Acknowledgement letters will be sent to soft credit recipients to notify them that the match has been received.

o Soft – Applied to both individuals and organizations mainly in conjunction with Donor Directed and Matching Company Recognition Credits. The amount of recognition credit applied is equal to the payment/revenue amount. One or more Soft Recognition Credits may be applied to a given revenue

Notes



transaction. Acknowledgement letters will be sent to soft credit recipients to notify them that a gift has been received on their behalf.

EXAMPLES

It may be helpful to think of applying the revenue and applying the recognition credits as separate entries for the same revenue transaction.

Mary and John Smith make a “joint gift” of $100. The revenue/payment will be recorded on only one of the constituent records in the household (Mary in this case) and $100 in recognition credit will be given to each. The recording of this donation will be as follows:

o Revenue Mary Smith - $100

o Recognition Credit Mary Smith - $100 Self Recognition Credit John Smith - $100 Spouse Recognition Credit

Gary Johnson owns ABC Company and makes a gift of $5,000 through the company. The revenue/payment will be recorded on ABC Company’s record. $5,000 in recognition credit will be given to both ABC Company and Gary. The recording of this donation will be as follows:

o Revenue ABC Company - $5,000

o Recognition Credit ABC Company - $5,000 Donor Directed Recognition Credit Gary Johnson - $5,000 Soft Recognition Credit

In the above scenario, if Gary is married to Lisa Johnson and they make a “joint gift”, the recording of this donation will be as follows:

o Revenue ABC Company - $5,000

o Recognition Credit ABC Company - $5,000 Donor Directed Recognition Credit Gary Johnson - $5,000 Soft Recognition Credit Lisa Johnson - $5,000 Soft (not Spouse) Recognition Credit

Jane Williams works for IBM, makes a $500 donation and informs us that IBM will match this gift 2:1. The recording of this donation (assuming all payments are received) will be as follows:

o Revenue Jane Williams - $500 for original donation IBM - $1,000 for matching payment made

o Recognition Jane Williams - $500 in Self Recognition Credit for original gift and $1,000 in Soft Recognition

Credit once the match is paid IBM - $1,000 in Matching Company Recognition Credit

Jim and Sue Anderson make a $1,000,000 donation through the Anderson Family Foundation. The revenue/payment will be recorded on the Anderson Family Foundation’s record. $1,000,000 in recognition credit will be given to the Anderson Family Foundation, Jim Anderson and Sue Anderson. The recording of this donation will be as follows:



o Revenue Anderson Family Foundation - $1,000,000

o Recognition Credit Anderson Family Foundation - $1,000,000 Donor Directed Recognition Credit Jim Anderson - $1,000,000 Soft Recognition Credit Sue Anderson - $1,000,000 Soft (not Spouse) Recognition Credit

In the above scenario, if Jim or Sue has siblings that also “gave” the $1,000,000 donation, $1,000,000 in Soft Recognition Credit could be applied to each sibling’s record.

Jenny and Bob Richards make a $10,000 donation through their fund they hold with Fidelity Charitable. The revenue/payment will be recorded on Fidelity Charitable’s record. $10,000 in recognition credit will be given to the Fidelity Charitable, Jenny Richards and Bob Richards. The recording of this donation will be as follows:

o Revenue Fidelity Charitable - $10,000

o Recognition Credit Fidelity Charitable - $10,000 Donor Directed Recognition Credit Jim Anderson - $10,000 Soft Recognition Credit Sue Anderson - $10,000 Soft (not Spouse) Recognition Credit

GENERAL GUIDELINES Revenue can only exist on one constituent record per transaction

Individuals can only have Self, Spouse or Soft Recognition Credits

Organizations will usually only have Self, Donor Directed or Matching Company Recognition Credits. In some cases, organizations can have Soft Recognition Credit. For example, BMO Harris Bank in Milwaukee makes a gift to Athletics but the payment is made through BMO Harris Bank NA in Chicago. BMO Harris in Milwaukee receives Soft Recognition Credit and BMO Harris Chicago receives Donor Directed Recognition Credit.

Notes


Documents

Fund reports - help.uwadvancement.org€¦ · Web viewLesson 3: Revenue and Recognition. Notes ... Module Objectives. After you complete this course, ... Lesson 1: Select Funds