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Gift and Dues Tender Types

The Giving and Dues Tender fields (gifttender, duestender) are driven by the Tender lookup table . Several of the entries in that table are Abila Millennium standards and must be in place in order to trigger automatic behaviors in the system. These entries are for Transactions that are tendered as a Gift in Kind, Securities, Bank Draft or Credit Card. We also recommend that the table include entries for Cash and Check. Your institution may have added other Tender Types, but they will not trigger further behaviors within the software.

Transactions Tendered by Bank Draft

1. Follow the procedures for a Simple Giving Transaction, and select Bank Draft as the Tender.
2. The system will present the Bank Draft Insert form for additional information (once you insert the giving transaction). This additional information will be stored in a linked Credit Card table row - there is no separate Bank Draft table (the transaction's tender will carry over to the credit card row to tell the system that it is a Bank Draft 'row'). Note that you will not be prompted to create a linked Bank Draft row if the transaction type of the gift or dues transaction is Credit.

   The default Bank Draft insert form includes the following fields:

   Account Type - A lookup table driven field that identifies the kind of Bank Account: commercial or personal, checking or savings.

   Number - The donor's bank account number. You cannot enter a Number unless your institution uses a secure connection (in the form of an SSL Certificate) to access Abila Millennium.

   Bank Routing Number - The number that identifies the bank that holds the account. The system will check the format of the bank routing number that is entered (once Insert is clicked), to verify that it conforms to the pattern used for bank ABA/routing numbers. Note that this checking only verifies that the format of the routing number is correct (the correct number and number pattern) and not the validity of the specific routing number.

   Check Number - The check number.

   Bank Name - Name of the financial institution at which the account is located.

   Billing Address - Billing address (Line 1), Line 2, City, State, Zip code and Country fields. These will be will automatically populated with the constituent's preferred address. You may edit one or more of these fields.

   If your organization uses Instant Address:

   The Envelope button displays next to the Billing Address field to indicate that Instant Address is available to help you enter a valid mailing address, or to verify that the bank draft address is valid according to "postal authority data".

   Note: Instant Address does not verify that the address matches what the financial institution has on file for the account. It only verifies that the address is a valid mailing address.

   Instructions for using Instant Address are located in the Using Instant Address to enter and verify addresses topic.

   What is Instant Address?

   Instant Address is a third party service that is offered by Initium Software and integrated into Abila Millennium. It assists users when entering and updating address information by providing real-time address autocomplete functionality and address verification. For information about Initium Software and Instant Address, visit www.initiumsoftware.com.

   eMail - This will be automatically populated with the constituent's preferred email address if your site uses the Internet Address table to store email addresses; otherwise it will be automatically populated with the email address from the Phone table. You may edit this field.

3. If your site subscribes to Sage Payment Solutions or if it has established a Value Service Only account through Sage Exchange, the Default Display of the Bank Draft insert form has the following additions:

   SPS Processing - A list of the processing methods that are available to you. Your system administrator decides if you, the Abila Millennium user, can process bank draft transactions in real time or vault only mode. See the Sage Payment Solutions Process Methods topic for more information.

   Save for Future Use?: This check box is visible only if your institution allows credit card information to be saved for future use. Save for Future Use is a system-wide option that is set on the System Options page by your system administrator. If it is visible, it is active only if you selected Real-time or Vault Only processing method. The default value of the option is Yes (the check box is selected). Clear the check box if this constituent does not want his or her bank account information to be available for future donations.

   Accounts on File - This box is active only if you using the Real-time or Vault Only process method. A list of all bank account types and account numbers (masked) that the constituent has previously used when making donations to your institution. This list is shown only if your institution and the donor allow bank account information to be saved for future use. Choose Existing Account will be the first item in this list. If you want to use one of the saved accounts, select it from the list - the account type and routing number boxes will be automatically populated. The bank account Number box will also be populated behind the scenes, but its display on the Insert form will be masked by asterisks. You can edit the Account Type and the Bank Routing Number boxes.

   Required fields for the successful verification (approval) of the transaction:

   • Valid Account Type, Account Number, and Bank Routing Number.
   • Billing Address (Line 1), City, State, and Zip code must match what the bank has on file for the account.
   • Constituent's preferred name in Abila Millennium must match what the bank has on file for the account.

4. If you cancel the Bank Draft insert, the system will ask you if you want to cancel the insert of the entire transaction. Click OK to cancel the insert both the gift and the bank draft insert, or click Cancel to cancel only the bank draft insert.

For more information, see the topic describing the Bank Draft table.

Transactions Tendered by Check

1. Follow the procedures for a Simple Giving Transaction, and select Check as the Tender.
2. You may want to enter data in the Check # and ABA # boxes before you insert the giving transaction.

Transactions Tendered by Credit Card

1. Follow the procedures for a Simple Giving Transaction, and select Credit Card as the Tender.
2. The system will present the Credit Card Insert form for additional information (once you insert the giving transaction). This additional information will be stored in a linked Credit Card table row. Note that you will not be prompted to create a linked Credit Card row if the transaction type of the gift or dues transaction is Credit.

   How you can complete this form depends on:

   • your institution has a subscription to Sage Payment Solutions
   • your institution has established a Vault Service Only account through Sage Exchange (if it does not have a Sage Payment Solutions subscription)
   • you (the Abila Millennium user) have rights to use the Real-Time and/or Vault Only Sage Payment Solutions processing methods (user rights to these processing methods are granted through User Security - User Maintenance and User Security - Group Maintenance).
3. If your institution subscribes to Sage Payment Solutions or if it has established a Value Service Only account through Sage Exchange, and you have rights to use either the Real-Time or the Vault Only (or both) Sage Payment Solutions processing methods, then complete the form as follows:
   1. SPS Processing: These options are the processing methods that are available to you. The methods are Real-time, Vault Only, or None. Only the methods that you have rights to use (through User Security) will be shown, so you may not have a choice to make. But, if you do, then click on the processing method that you are using for this transaction.
   2. Accounts on File: This box is active only if you selected Real-time or Vault Only. This box contains a list of all credit card types (with the last four digits of the credit card number) that the constituent has previously used when making donations to your institution. This list is shown only if your institution and the donor allow credit card information to be saved for future use. If you want to use one of the credit cards already on file for the donor, then make a selection from the list.
   3. Update Account on File: This check box is active only if you selected Real-time or Vault Only and only if you selected a previously used account from the Accounts on File list. Select this box to save any changes that you may make (on this form) to the selected Account on File (the donor's name (Name on Card) and billing address are examples of changes that you can make and then save to the account on file).
   4. Credit Card: This box is active only if you selected None. If it is active, select the type of credit card (Visa or MasterCard, for examples) that the donor is using.
   5. First 6: This box is active only if you selected None. If it is active, enter the first 6 digits from the donor's credit card number.
   6. Last 4 digits: This box is active only if you selected None. If it is active, enter the last 4 digits from the donor's credit card number.
   7. Exp. Year: This box is active only if you selected None. If it is active, select the credit card expiration year from the list.
   8. Exp Month: This box is active only if you selected None. If it is active, select the credit card expiration month from the list.
   9. Name on Card: This box is automatically populated with the constituent's preferred name. You can edit this information. If you selected Real-time or Vault Only, then this information must match what the card company has on file for the account.

   10. Billing Address, Line 2, City, State, Zip code and Country fields. These boxes are automatically populated with the constituent's preferred address (the Billing Address box will contain the information from the address Line 1). You can edit this information. If you selected Real-time or Vault Only, then Billing Address, City, State and Zip code must match what the card company has on file for the account.

       If your organization uses Instant Address:

       The Envelope button displays next to the Billing Address field to indicate that Instant Address is available to help you enter a valid mailing address for the credit card, or to verify that the credit card address is valid according to "postal authority data".

       Note: Instant Address does not verify that the address matches what the credit card company has on file for the account. It only verifies that the credit card address is a valid mailing address.

       Instructions for using Instant Address are located in the Using Instant Address to enter and verify addresses topic.

       What is Instant Address?

       Instant Address is a third party service that is offered by Initium Software and integrated into Abila Millennium. It assists users when entering and updating address information by providing real-time address autocomplete functionality and address verification. For information about Initium Software and Instant Address, visit www.initiumsoftware.com.

   11. eMail: This field will be automatically populated with the constituent's preferred email address if your site uses the Internet Address table to store email addresses; otherwise it will be automatically populated with the email from the Phone table. You can edit this information.
   12. Save for Future Use?: This check box is visible only if your institution allows credit card information to be saved for future use. Save for Future Use is a system-wide option that is set on the System Options page by your system administrator. If it is visible, it is active only if you selected Real-time or Vault Only. The default value of the option is Yes (the check box is selected). Clear the check box if this constituent does not want his or her credit card information to be available for future donations.
   13. Click Insert once the Credit Card Insert form is complete.
       • If the processing method is None, then the system will create a Credit Card row with the information that you provided on the form.
       • If the processing method is Real-time or Vault Only and you selected an existing account from Accounts on File, then the system will create a linked Credit Card row and update the Sage Exchange Vault (if necessary). If Real-time was selected, the system will also process the payment through Sage Payment Solutions.
       • If the processing method is Real-time or the Vault Only and you did not select an existing account from Accounts on File, the Sage Exchange Card Information form displays.

         1. Enter the Card Number.

         The format of the Credit Card number will be checked to verify that it conforms to the pattern used by that type of Credit Card. Note that this checking only verifies that the format of the number is correct (the correct number and kind of characters and spaces) and not the validity of the specific Credit Card number with the issuing company.

         If the format is not correct, an error icon will be shown. Point to the icon to view the error message, and make the correction to the indicated field.

         2. Enter the Expiration Date.

            The expiration date (combination of expiration month and year with the last day of the month for the day) will be checked to verify that the date has not yet passed.

            If the expiration day is not correct, an error icon will be shown. Point to the icon to view the error message, and make the correction to the indicated field.

         3. Click Submit. The system displays the Credit Card Information is Saved message to indicate that the credit card information has been saved to the Sage Exchange Vault.
         4. Click Close. The system will create a linked Credit Card row. And if Real-time was selected, the system will process the payment through Sage Payment Solutions.
4. If your institution has not subscribed to Sage Payment Solutions and it has not established a Vault Service Only account through Sage Exchange, or you do not have rights to use either the Real-time or the Vault Only Sage Payment Solutions processing methods, then complete the form as follows:
   1. Credit Card: Select the type of credit card (Visa or MasterCard, for examples) that the donor is using.
   2. First 6: Enter the first 6 digits from the donor's credit card number.
   3. Last 4 digits: Enter the last 4 digits from the donor's credit card number.
   4. Exp. Year: Select the credit card expiration year from the list.
   5. Exp Month: Select the credit card expiration month from the list.
   6. Name on Card: This box is automatically populated with the constituent's preferred name. You can edit this information.
   7. Billing Address, Line 2, City, State, Zip code and Country fields. These boxes is automatically populated with the constituent's preferred address (the Billing Address box will contain the information from the address Line 1). You can edit this information.
   8. eMail: This box will be automatically populated with the constituent's preferred email address if your site uses the Internet Address table to store email addresses; otherwise it will be automatically populated with the email from the Phone table. You can edit this information.
   9. Click Insert once the Credit Card Insert form is complete. The system will create a linked Credit Card row with the information that you provided on the form.

If you cancel the Credit Card insert, the system will ask if you intend to cancel the insert of the gift transaction and the credit card. Click OK to cancel the insert both the gift and the credit card, or click Cancel to cancel only the Credit Card row insert.

For more information, see the topic describing the Credit Card table.

Transactions Tendered by Gift in Kind

1. Follow the procedures for a Simple Giving Transaction, and select Gift in Kind as the Tender.
2. Once you insert the giving transaction, the system will immediately present an Insert form for additional Gift in Kind information. This information will be stored in a linked Gift in Kind table row, but it will be incorporated into the Long display of the Giving Transaction to which it is attached.

The Gift in Kind form will include the following text boxes:

• Gift in Kind - A lookup table driven field, defined by your institution in order to describe and classify the nature of the donation. Examples might include things as, Services Rendered, Personal Property, Art, etc. For more information, see the topic, Gift in Kind lookup table.
• Value - This text box is intended to hold the actual, appraised value of the donation. This amount may differ from the Amount of the Giving Transaction.
• Appraiser - The name of the individual who performed the appraisal.
• Company - The name of the business by whom the appraiser is employed.
• Phone # - The phone number for the Appraiser.
• Date - The date of the appraisal.
• Disposition - A free text description of the handling of the Gift in Kind (sold at auction, sold to a dealer, placed in display collection, etc.)
• Description - A free text description of the item or service (Four hours of consulting services regarding new tax laws, a baseball autographed by Babe Ruth, etc.).

For more information, see the topic describing the Gift in Kind table. Note that you will not be prompted to create a linked Gift in Kind row if the transaction type is Credit.

Transactions Tendered by Securities

1. Follow the procedures for a Simple Giving Transaction, and select Securities as the Tender.
2. Once you insert the giving transaction, the system will immediately present an Insert form for Securities information. This information will be stored in a linked Securities table row, but it will be incorporated into the Long display of the Giving Transaction to which it is attached. If you check the box for Multiple Securities, and Insert the current Securities row, an additional Securities row will appear, allowing you to add Multiple Securities transactions to one Gift or Dues row. If this box is not checked, only the current Securities row will be inserted and will not prompt you to add an additional Securities row. It is important to note that the value of the securities (stocks) can change between the time of donation and the time when they are sold. Most times the amount the donor expects is recorded but may not add up to the actual amount received. Not requiring the securities to add up to the original gift amount allows the flexibility to record the donation as needed. Meaning that the system allows you to enter in an amount of the securities greater than the original gift amount.

The Securities form will include the following text boxes:

• Securities - A free text field that identifies the securities.
• Received - A check box that signifies whether the certificates have or have not been received in your office.
• Received On - The date on which the certificates were received in your office. This may or may not be the same as the dates in the original Transaction, and it may also differ from the date on which the ownership was transferred.
• Transferred On - The actual date on which the ownership of the securities was transferred from the constituent to the institution (not simply the receiving of the certificates).
• Shares - The number of shares that were involved.
• Value - The total value of the sale of the stock.
• Par Value - The par value of the securities.
• Broker - The name of the brokerage firm that handled the transfer from the constituent to the institution.
• Contact - The name of the individual at that firm who handled the transfer.
• Phone # - The phone number of the contact individual.
• Disposition - A free text description of the institution's handling of the securities.

For more information, see the topic describing the Securities table. Note that you will not be prompted to create a linked Securities row if the transaction type is Credit.

Transactions Tendered by a Foreign Currency

Donations may be received by your institution that are delivered in a currency that is foreign to that which your institution uses. Abila Millennium requires that all amount information for all Transactions be entered in the institution's native currency. Therefore, the donation should be converted to your currency before the creation of the Transaction in Abila Millennium.

In addition, if your institution uses the Exchange Rate field in the Currency lookup table, that field should also be updated in the lookup table to reflect the rate of the conversion, before you create the Transaction. Abila Millennium will automatically copy the Exchange Rate from the lookup entry into the Transaction row.

1. Follow the procedures for a Simple Giving Transaction or any other kind of Transaction, except for the list box for Currency and the text box for the Total Amount.
2. Display the list of entries for the Currency lookup text box and locate the appropriate Currency Type for the transaction. Click that item in the list.
3. Enter the Total Amount of the donation in the native currency of your institution. This amount should be the actual amount that the institution has realized from the donation, NOT the face value of the currency in which it was delivered. In addition to the data you enter on this form, the system will also copy the current Exchange Rate data from that Currency lookup table entry, into the Transaction.
4. If your institution does not use the Exchange Rate field in Currency lookup table, you may want to use the Comment field to enter the face value of the donation and/or the exchange rate that was used to convert the donation to the institution's native currency.
5. When all data has been entered appropriately, click on Insert to create the Transaction,
   OR
   Click Cancel to halt the process without creating the Transaction.

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