Our Development Department would like more fields in Solicitation. Has anyone created a custom tab for expanded Solicitation? Would you like to share?
Thanks.
Jan LaRocque, Houston Symphony
Hi Jan
I haven't created an expanded custom screen for solicitations but I have developed a report for our Development team to help them track items being solicited from potential donors for auction items at a fundraiser. here are a few notes about how it works.
Setting up the elevated Event
It is important to use the Designations functionality – these are used later to denote auction lot numbers
Processing Solicitations
When processing, it is important to ensure that the correct status is selected. Based on the ACO specific status’ :
1. Pledged – indicates that the gift has been received or confirmed. The text for this entry displays in green
2. Declined – indicates the gift has been confirmed as not to be supplied after all. The test for this entry displays as red
3. In progress means that the gift is still under discussion. The text for this entry displays as black
In the notes field of the solicitation the text should be entered as the item under discussion and contact details followed by a “~” symbol. All notes follow the character. This is so that the report can be run to show only the item and contact or item/contact plus all associated notes.
When known, the value of the item should be entered into the “Recd” field.
Multiple items can be allocated the same designation – this is so that items from different donors can be auctioned off as a package e.g. travel from Singapore Airlines plus 3 nights hotel stay. The report “bundles” them together and will display a total value plus, when the item is bought, will display the name of the purchaser and the value they paid – as a single entry.
Feel free to contact me directly if you'd like an example of the report output - or clarification of my notes!
Martin