Download memberships
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1.
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From the NetCommunity page in The Raiser’s Edge, click Memberships. The Process Membership Transaction screen appears. |
Note: Before you process membership transactions, you should select NetCommunity options in The Raiser's Edge and apply transaction assignments to memberships. For information, see NetCommunity Options in The Raiser’s Edge and Transaction Assignments.
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2.
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Names appear in a grid with the checkbox selected in the Process Now column. Clear the checkbox next to any names you do not want to process in The Raiser’s Edge. |
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3.
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The RE Constituent column lists Raiser’s Edge constituent information. The Donor information column includes information from the website. If the member was logged into the website when the membership transaction was submitted, his constituent record information appears in the RE Constituent column. If information does not appear, you must manually link what is in the Donor information column to what is in the RE Constituent column by finding the existing constituent record in The Raiser’s Edge or creating a new record for a new constituent. |
Tip: If duplicate records are found {Duplicates Found} appears in the RE Constituent column. The search method is based on the settings in the Constituent Matching option. For more information, see Constituent Matching.
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4.
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If there is no constituent information in the RE Constituent column, press F7 on your keyboard in the RE Constituent column. A transaction screen appears. |
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a.
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If the user entered the applicable section on the membership form, the Biographical and Preferred Address tabs appear. On these tabs, select any fields in the Search Field column to use to process a Raiser’s Edge search. |
The fields that default with a checkbox in the Search Field column are the fields selected in the Constituent Matching option.
Note: We recommend you use only the most useful criteria fields to search for a record. Adding too many criteria information may actually prevent you from locating a record. To clear all fields, click Clear Search Criteria.
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b.
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To include inactive Raiser’s Edge records in your search, select Display inactive constituents. |
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c.
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To include deceased Raiser’s Edge records in your search, select Display deceased constituents. |
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d.
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To search by exact criteria, select Exact match only. For example, if you select this checkbox to search for William Adamson’s record and enter “Will Adamson,” the program does not return his record because the search looks for an exact match for “William Adamson.” If you clear the checkbox, the program initiates a “begins with” search that returns the record. We recommend you use this checkbox to narrow a large list of results. |
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e.
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To begin the search, click Find Now. Results appear in the grid at the bottom of the screen. |
Results in this grid cannot exceed 100 records. Records with Has no valid address selected in The Raiser’s Edge are included in the search results.
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f.
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If a record matches, select the row and click Link Constituent, Choose Selected Constituent. |
Note: If you edited the user’s data in the New Value column, a message appears notifying you that the download transaction has changed. To add your changes to The Raiser’s Edge, click Yes.
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g.
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If an existing record does not match the member, click Link Constituent, Create New Constituent. |
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h.
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For each field to update on the Raiser’s Edge record, select Process. If you clear Process for a field, the data does not process to The Raiser’s Edge. |
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i.
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Information provided by the user during the membership form appears in the New Value column. To edit data a user entered, make changes in the appropriate row in this column. |
Tip: New table entries appear in bold. If you have appropriate rights, you can create a Raiser’s Edge table entry from this screen, or you can click in the row of the New Value column to select an existing table entry. To keep data consistent, it is important to try to use existing table entries.
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j.
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Select the remaining applicable transaction options for the tab. After you are done, click Save and Close. The screen closes and you return to the RE Constituent column. |
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5.
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The RE Membership Recipient column lists gift of membership information in The Raiser’s Edge. You must manually link the individual in the Membership Recipient column to a new or existing constituent record in The Raiser’s Edge. To do so, click in the RE Membership Recipient column and press F7. You link and create records for this column using the same steps explained in this procedure for the RE Constituent column. For more information, see step 4. |
Tip: To open a Raiser’s Edge record for a membership recipient, click Open Recipient. Records can only open for the rows with a name in the RE Membership Recipient column.
The Membership Recipient column shows gift of membership information entered by the user on your website.
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6.
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The RE Membership column shows the membership transaction type that took place on the website. For example, join or renew. |
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a.
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If the column is blank, you must manually link to information on the membership record. Even if information appears in the RE Membership column, you may still need to manually adjust information on the membership record. For example, Blackbaud NetCommunity has no way of knowing that a switch from one category to another is an upgrade or downgrade. You must manually select the appropriate membership transaction type. |
To do so, click in the RE Membership column and press F7. The Link Membership Information screen appears
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b.
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Make any necessary changes to the membership, according to your organization’s policies for membership transactions. For example, select to add the transaction as a new membership and click Yes. |
Think about the information in the Membership Request column (on the Process Membership Transaction screen) and what it means to your organization. For example, a “join” in the Membership Request column may actually be a renewal. Blackbaud NetCommunity does not know that a member who clicks Join on the website already has a record in your Raiser’s Edge database and would actually be considered a “renewal” by your organization.
To view the membership record, click View Membership.
In the bottom frame, expiration or lifetime membership information defaults from The Raiser’s Edge, based on the membership category and business rules.
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c.
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Click OK. You return to the Membership Transactions screen. |
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7.
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Review the information in the Gift column. This column displays the donation amount, the gift date and time, and fund. |
If you support multiple currency types, review the following information.
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If a gift amount has been converted to your local currency, the converted amount displays in “( )” in the Gift column. The Currency column displays the currency type of the donated gift. |
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Exchange rates are established in Raiser’s Edge Configuration. For more information, see The Raiser’s Edge Configuration & Security Guide. To map currency types for Blackbaud NetCommunity, see the Blackbaud NetCommunity Administration Guide. |
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In Blackbaud NetCommunity Administration, add an IATS merchant account for each currency type. |
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8.
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In the Matching Gift column, press F7. The Matching Gift Pledges screen appears. |
If the user did not enter a company in the Matching Gifts section on your website, the Matching Gift Pledges frame appears. You can select a matching gift company if you are aware the donor works for one. To do this, click Add. If the company does not have an organization record in your Raiser’s Edge database, you must create one.
Note: Blackbaud NetCommunity attempts to link the matching gift company name with an existing Raiser’s Edge organization record. Due to potential data entry inconsistencies, make sure the correct company is in the Matching Gift Company field.
For more information about matching gifts in The Raiser’s Edge, see the The Raiser’s Edge Gift Records Guide.
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If the user did not enter a company in the Matching Gifts section on your website, the Matching Gift Pledges frame appears. You can select a matching gift company if you are aware the donor works for one. To do this, click Add. If the company does not have an organization record in your Raiser’s Edge database, you must create one. |
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If the user entered a company name, but you do not use MatchFinder Online, the Add this matching pledge frame appears on the screen. Click the ellipsis button to select the Matching Gift Company from the Raiser’s Edge database. If the company does not have an organization record in your database, you must create one. Enter the Pledge amount. After the organization is associated with a Raiser’s Edge record, the Add this company as an organization relationship for checkbox enables. Mark this to add the company as a relationship record for the donor. To include additional matching gifts, click Add in the Additional Matching Gift Pledges frame. |
Note: Blackbaud NetCommunity attempts to link the matching gift company name with an existing Raiser’s Edge organization record. Due to potential data entry inconsistencies, make sure the correct company is in the Matching Gift Company field.
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If a user enters a company and you use MatchFinder Online, the Add this matching pledge frame appears on the screen with additional features. Click the ellipsis button to select the Matching Gift Company from the Raiser’s Edge database. If the company does not have an organization record in your database, you must create one. To access MatchFinder Online and review the company’s matching information, click Lookup. Enter the Pledge amount. After the organization is associated with a Raiser’s Edge record, you can select to Update this company with details from MatchFinder Online. You can also add the company as a relationship record for the donor in The Raiser’s Edge by selecting Add this company as an organization relationship for. To view the company’s matching details from MatchFinder Online, click Details. To include additional matching gifts, click Add in the Additional Matching Gift Pledges frame. |
Tip: If the Details button is disabled, the donor did not use MatchFinder Online to select a matching company. You can enable the button by clicking Lookup to add a matching gift from MatchFinder Online.
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To close the Match Gift Pledges screen, click OK. You return to the transactions screen. For more information about matching gifts in The Raiser’s Edge, see the The Raiser’s Edge Gift Records Guide. |
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9.
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The Bank Information column displays the bank information for a direct debit. If there is a match for the bank the user entered, a link is established to the Raiser’s Edge bank in the Linked Bank Information column. |
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a.
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If the Linked Bank Information column is blank, press F7 to link the bank to an existing Raiser’s Edge bank. The search screen appears. |
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b.
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Search for the bank to link to the direct debit. If the bank does not exist, click Add New to create a bank in The Raiser’s Edge. |
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10.
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At the bottom of the screen, select Create query of memberships added or renewed. We recommend creating a query of processed membership transactions for your records. The query appears in The Raiser’s Edge Query. |
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11.
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Click Process. A message appears telling you the donation batch is being created. |
Note: To assign batch options before you process membership transactions, click Batch Options. The Transaction Options screen appears. For more information, see Assign a batch for transactions.
When the batch is created, the membership transactions are created in the records. Even if the batch is never committed or is deleted, the membership transactions exist. The batch contains the gifts linked to the membership. You must commit the batch to process the gifts.
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12.
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A message appears with the batch number and asks if you want to open the batch. To open the batch and view it now, click Yes. If you click No, you can view the batch later in The Raiser’s Edge batch. You return to the NetCommunity page in The Raiser’s Edge. |
Note: You must commit a batch to process gifts to The Raiser’s Edge records. Batch exceptions may occur for any problem found in the batch. These appear either on the Validate Batch screen or when you commit the batch to the database. For more information, see The Raiser’s Edge Batch Guide.