Add purpose and designation

This screen has three steps which allow you to enter all the necessary purpose, designation, and general ledger mapping information to be able to accept revenue. The Designation information tab appears only when you need a designation to accept revenue. The Map to general ledger tab appears only when you use designations or purposes in your accounting structure.

Note: To include stewardship information on a purpose, finish setting up your purpose in the wizard and then access the Stewardship tab on the purpose record. You could also add a purpose from the Configuration section of Fundraising, but adding a purpose from Configuration will not put your purpose in the hierarchy, create a designation, or map to the General Ledger as it does with the wizard.

  1. From Fundraising, select Add purpose and designation. The Add purpose and designation wizard appears.

  2. Under Will this purpose be accepting revenue?, specify whether or not you need a designation. When you want to accept revenue, you will need a designation.

    1. When you select Yes, this purpose will need a designation to accept revenue, the Designation Information tab appears at the top of the form, and from there you can add the designation information. With this option selected, the designation and purpose will show in the fundraising hierarchy.

    2. When you select, No, this purpose is only for roll up reporting and will not need a designation to directly accept revenue, no designation is created and only the purpose will display in the fundraising hierarchy.

  3. Under Where in your fundraising hierarchies should this purpose go?, specify where the purpose should appear in your fundraising hierarchy. You can place the purpose on a top level, or under a current hierarchy. When you choose to place the purpose under a current hierarchy, you can access the Designation Hierarchy Search to locate which hierarchy you would like to put your purpose and designation under.

  4. Under How would you like this purpose name to display?, enter how you want the purpose name to display in the fundraising hierarchy, on mailings, and on the web. You can also enter a lookup ID to use when searching for the purpose and a description.

    When you choose to reuse an existing purpose, select the Reuse an existing purpose link to access the Fundraising Purpose Search screen to locate the purpose. Only purposes that have not already been used in that level of the hierarchy can be used because otherwise there is potential to create a duplicate designation. Therefore, only purposes that would not result in duplicate designations will be available in the search results. Once you select the purpose you want to reuse, the information defaults into the fields and is not editable.

While designations are unique because they accept revenue, purposes can be reused to give more roll-up reporting. Purposes allow you to show revenue across many designations throughout your hierarchies.

For example, let's say your organization has a program for water conservation. Within your organization, you have multiple areas (i.e. North Carolina and South Carolina) that do water conservation and need their own designations. You can reuse the purpose of water conservation, while allowing each area to accept funds separately to water conservation. In this scenario, the hierarchy would have purposes of North Carolina and South Carolina, and each would have the purpose of water conservation with a unique designation (i.e. North Carolina/Water Conservation, South Carolina/Water Conservation). This allows you to see how much water conservation raised as a program on the purpose of water conservation, and the ability to drill down to each area's designation to see what each area raised for water conservation.

Purposes never directly accept revenue, which is why they are able to be reused. Only designations can accept revenue and each designation is unique based on the purpose directly attached to the designation and the location of the designation in the hierarchy.

 

  1. If you are creating a new purpose, select the site that will manage this purpose. You can use the drop-down arrow, or access to Site search screen to select a site.

  2. If you are creating a new purpose, enter how you want to report on the purpose.

    1. Select the type and category of fundraising purpose. The purpose type determines the characteristics and options available on the purpose. Purpose types are created in Configuration.

    2. To enhance the reporting for the purpose, select the default report codes you want to use. For example, you can track different departments and filter reports based on these codes.

  3. When you need to add revenue information for the purpose, select the Designation information tab. When this purpose does not require a designation, proceed to the Map to general ledger tab. Keep in mind, the Map to general ledger tab appears only when you use designations or purposes in your accounting structure.

  4. On the Designation information tab, enter the Public designation name.

    The pubic designation name defaults to the internal purpose name. When the purpose is being reused, the public designation name requires a unique name.

  5. In the Designation lookup ID, the id defaults to the purpose lookup id.

    When the purpose is being reused and has an associated designation, the designation lookup ID requires a unique value.

  6. To enhance the reporting of the designation, select the report codes to associate with the designation.

  7. For a college, university, and secondary school that participates in the Voluntary Support of Education (VSE) Survey, in the VSE category field, select the category of the survey to associate with revenue received toward the designation.

    To further define a VSE category, select a subcategory as necessary. Your organization determines the subcategories available for each VSE category. For information about how to manage VSE subcategories, see VSE Subcategories.

  8. If your organization identifies designations related to planned gifts, in the Use code field, select the code to indicate how to allocate the planned gifts.

  9. In the Campaign field, select the campaign to associate with the designation.

  10. Select the start and end dates for the designation.

  11. On the Map to general ledger tab, you can specify the default GL accounts for all of your purposes and designations. Any account segment that was set up to use designations or purposes appears on this screen.

  12. Select Save. When the purpose is for reporting only, you will go to the purpose record. When a designation is associated with this purpose, you will go to the designation record.