Download event registrations - single transaction process
When you use the single transaction process, you select each row individually to match the registrant with an existing Raiser’s Edge record or add the registrant as a new record in the database. Follow the steps in this procedure to process transactions for the Event Registration Form.
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1.
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From the NetCommunity page in The Raiser’s Edge, click Event Registrations. The Event Registrations Transactions screen appears. |
Note: Event Registration transactions create a gift batch in The Raiser’s Edge. From Tools, Transaction Options, you can select batch options before you process a registration. The batch screen does not appear until you process the registration. For more information, see Step 10 in this procedure and Assign a batch for transactions.
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2.
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On the Event Registrations Transactions tab, select the row to process by clicking in the Donor Information column. The Constituent Linking frame appears on the right and defaults to the Record Linking tab. |
Tip: This tab is called Assigned Event Registrations Transactions when transaction assignments are enabled. If transaction assignments do not apply to a transaction, an Unassigned tab may appear. Follow the same steps in this procedure to process transactions on these tabs. For information about transaction assignments, see Transaction Assignments.
The Gift Information column displays the donation amount, the gift date, fund, and source (or appeal). If you support multiple currency types, review the following.
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If a gift amount has been converted to your local currency, the converted amount displays in “( )” in the Gift Information column. |
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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 Currency Configuration. |
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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. |
The Transaction Date/Status column on the Event Registrations Transactions tab defaults the date the user submitted the donation on your website. The checked out status also appears in the column. When a Raiser’s Edge user is processing the transaction, Checked out by and Checked out on information displays. If a Raiser’s Edge user is not processing the transaction, Not Checked Out displays.
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3.
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In the Constituent Linking frame on the right, data from Blackbaud NetCommunity appears in the Transaction Data box. If your Constituent Matching options match a Raiser’s Edge record, Raiser’s Edge data appears in the Linked Constituent box and the Auto-matched indicator appears. To open the Raiser’s Edge record for the user, click Open 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.
If you are sure the website user is the matched Raiser’s Edge constituent and do not need to change the transaction, proceed to the Transaction Constituent Code step. If the records in the Constituent Linking frame match and you want to review or make changes to the transaction, click Find Constituent above the Transaction Data box. A screen appears to view additional data the user submitted on your site.
If the Linked Constituent box is blank, you must link the website user with an existing Raiser’s Edge record or create a record for the user.
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To search for an existing Raiser’s Edge constituent, click Find Constituent. |
Tip: If the Linked Constituent box does not have an indicator or if Auto-matched appears above the box, the Find Constituent button appears. If Linked appears above the box, the Edit Profile button appears.
A NetCommunity Transaction screen appears.
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a.
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If the user entered information in the applicable section on the event registration form, the Biographical, Preferred Address, and Primary Business 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.
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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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.
If an existing record does not match the donor, click Link Constituent, Create New Constituent. For information about creating new constituents, see the next step.
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To create a record in The Raiser’s Edge, click Create New, Create Constituent in the Constituent Linking frame. Linked appears above the Linked Constituent box. A record has been created in The Raiser’s Edge for the user. |
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a.
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To edit data the website user entered, click Create New, Create New and Edit. A screen appears to compare existing Raiser’s Edge data with the donor information. If the user entered information in the applicable section of the event registration form, the Biographical, Preferred Address, and Primary Business tabs appear. You can process each tab individually or all at one time. |
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b.
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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 download to The Raiser’s Edge. |
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c.
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Information provided by the user during the donation appears in the New Value column. To edit data a user entered, make changes in the appropriate row in this column. |
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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 Constituent Linking frame. Linked appears above the Linked Constituent box. |
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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In the Transaction Constituent Code frame, the constituent code selected on the part appears in the field. You can change or remove the constituent code in this field. This constituent code downloads to the Bio 2 tab of the constituent record. However, the constituent code does not duplicate if it already exists on the tab. |
If the constituent codes in the Transaction Constituent Code frame and the New Constituents option are the same, the constituent codes do not duplicate on the Bio 2 tab. If the constituent codes are different, both codes download to the constituent record. For more information about the option, see New Constituents.
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7.
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In the Organization Linking frame, in the Transaction Data box, view organization information for a corporate gift. |
Note: The Organization Linking frame appears only if the donation is a corporate gift.
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a.
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To search for an existing Raiser’s Edge organization record, click Find Organization. |
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b.
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To create an organization record in The Raiser’s Edge, click Create New. An Auto-matched indicator appears above the Linked Organization box. A record has been created in The Raiser’s Edge for the organization. |
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To link the new record, click Open Linked. The organization record appears in The Raiser’s Edge. On the Raiser’s Edge toolbar, click Save and Close. You return to the Organization Linking frame. Linked appears above the Linked Organization box. |
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To view origin information for the event registration, select the Details tab. In the NetCommunity Details frame, information appears such as the NetCommunity User and the NetCommunity Page where the transaction occurred. In the Transaction Details frame, information appears such as The Raiser’s Edge user that downloaded the transaction to the NetCommunity page and The Raiser’s Edge user currently using the transaction. |
Tip: When you download an event registration to The Raiser’s Edge from Blackbaud NetCommunity, the Online registrant? participant attribute adds automatically to the participant record. You do not view this attribute on the Event Registrations Transactions screen. After the event registration downloads to The Raiser’s Edge, you can view the information on the participant record. Online registrant? appears in the Category column, Yes appears in the Description column, and NetCommunity appears in the Comments column.
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9.
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To process the registration, click Process Transaction. |
To save your information but not process the transaction, click Process Transaction, Save Changes. You can process the transaction at another time.
The message “Batch # [ ] was created. Do you want to open the batch now?” appears.
Note: The batch number is determined by the selection from the Tools, Transaction Options menu. In Transaction Options, you can create a batch or use an existing batch for donations. For more information, see Assign a batch for transactions.
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To view the gift in batch, click Yes. The batch screen appears. After you view the gift, to close the batch, click Close. |
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.
If you do not want to view the gift in the batch, click No.
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You return to the Event Registrations Transactions screen. To confirm the gift was included in the correct batch, view the Current Batch Number indicator in the lower left corner on the Event Registrations Transactions screen. |
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12.
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Repeat this procedure to process other individual transactions on the Event Registrations Transactions screen. |
Tip: To make sure you have the latest information from the website, click Refresh.
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13.
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To delete a registration you do not want to process, select the row and click Delete Transaction. |
A confirmation message appears. Click Yes.