The Add Quid Pro Quo Utility allows you create or update data rows en masse for each Gift or Dues row identified in a Generic worktable. Quid Pro Quo rows may only be created as secondary rows, linked to a Gift or Dues row.
To use the utility, you must first create the criteria to select the transactions for which the Quid Pro Quo rows will be created or updated. For the run of the criteria, the Add Quid Pro Quo utility should be chosen (rather than the name of a report format.) When the criteria is run, you will be prompted to create the prototype definition of the Quid Pro Quo rows to be created. All Quid Pro Quo rows that are created by that run of the utility will conform to the information that is entered as the prototype.
For example, you might want to identify the set of constituents whose total giving to the Annual Fund qualifies them for a particular Quid Pro Quo item. Those transactions could be identified and totaled in the criteria and then a Quid Pro Quo row can be attached to one of the selected transactions, bypassing standard data entry. In this situation, you would want to use the report option removing multiples from the export work table so that only one Quid Pro Quo item is attached for each constituent.
This utility may be used to create new data rows or to perform a mass update of existing data and therefore it is classified as an advanced User Utility.
Caution! By its nature, the Update mode of this utility will overwrite existing data. If improperly used, it could damage the integrity of your data. In addition, there are many variables in the use of this utility (link, mode, reporting options) that must be grasped, in order to ensure that you will produce the desired results. This utility is simple to use, but its ramifications must be fully understood.
If your site is utilizing Serialized Tax Receipting then special considerations apply.
The utility will not link new quid pro quo (QPQ) records to pledge payments or to bequests that pay down expectancies.
The utility will not update existing QPQ records that are either linked to pledge payments or linked to bequests that pay down expectancies.
These special considerations apply only if your site utilizes Serialized Tax Receipting.
See the Serial Receipts topic for complete information about Serialized Tax Receipting.
The use of this utility is very closely tied to the function of the Millennium Reporter. The utility cannot be accessed via in the Tools World item in the Millennium Explorer as some other utilities may be. It is only accessible via the Millennium Reporter. When a report form is accessed, the Output List box may show either the format names in a designated library, or a list of utilities that may be used with the export worktable that is generated by the run of the criteria. This output list is the means of accessing the Add Quid Pro Quo Utility.
There are two general steps in running this utility. First is the construction of the report criteria and options that will select the desired constituent rows, and second is the defining of the utility options and Quid Pro Quo prototype for use by the utility.
Perhaps the most important aspect of using the Add Quid Pro Quo utility is the definition of the criteria used to create the export worktable. For complete information, you may find it helpful to review the important concepts of criteria organization and the key table in reporting, and the layout of a generic export worktable. A description of the impact of these functions in the utility is given below.
Criteria must be defined in accordance with the utility options you intend to use. If you plan to create or update Quid Pro Quo rows that are linked to a Gift data row, then the report criteria must use the Giving table as the key table, or if they are to be linked to a Dues row, then Dues must be the key table. If you plan to use the option to update only the selected Quid Pro Quo rows, then you must use it as the key table.
Consideration must be given to the use of the Allow Multiples reporting option in the criteria definition. The decision must be made with the understanding that the utility will attempt to create or update an Quid Pro Quo for each row in the export worktable, even if they belong to the same constituent. Likewise, you must understand that linked Quid Pro Quo rows will only be considered for possible updating if the row to which they are linked remains in the work table.
The Spouse Name option should probably be set to Do not combine (which will by default set the Remove Spouses option to NO). This will ensure that each spouse's data will be considered independently for the action of the utility.
On the form, you should set the Address radio button to None, to optimize the run time of the criteria.
Active must be set to N on the Quid 80/20 entry.
To the right of the Report Name text box in the report form, you will see an Output List. This list box may display the names of report formats or it may display the names of Abila Millennium utilities. To switch from one to the other, you must use the Options, Report buttons to access that form. Then you can use the Output List radio buttons on that form to specify that you want to see the names of the utilities. When you return to the report form, you should choose the Add Quid Pro Quo item from the list.
To optimize the run time of the criteria, you should set the Format Names option to NO.
It is not necessary to the action of the utility to save the Export worktable, though you may choose to do so for verification purposes, following the run of the utility.
When the report criteria and reporting options are set and run, the system will automatically produce a Utility form, prior to sending the report to the Queue. This form is used to define the prototype of the Quid Pro Quo row you want to create for the constituents identified in the worktable and also to set the utility options. The form will show a modified version of the Insert form for the Quid Pro Quo table and will also allow you to set your preferred options for the run
The utility form will show list boxes, text boxes or check boxes for the Quid Pro Quo Type, Value, Source, and Accepted indicator. In addition, toward the bottom of the form, you will see a calendar and a text box which you may use to specify an Effective Date for the Quid Pro Quo row. You will use standard data entry techniques to fill in as many of those fields as you want for the new Quid Pro Quo rows. Note that there is no provision for including a Comment in the new or updated rows.
Caution! While it is perfectly acceptable to leave fields blank in the utility prototype, you must do so with the following understanding. If the utility is run in one of the Update modes and an existing Quid Pro Quo of the same Type is found, any fields that are blank in the utility prototype will be updated to 'blank' in the existing Quid Pro Quo that is being updated. Comments in the existing row will not be overwritten.
Toward the middle of the Utility form, you will see an item labeled Mode. This allows you to specify the manner in which the Quid Pro Quo information is integrated into the existing database rows.
The following instructions assume that you are familiar with the use of the Millennium Reporter. For more information about any procedure described in the following steps, use the hyperlinks to read more on that subject.