Associating Funds with Campaigns

Margaret,

Our fund dates for all campaigns are July 1 to June 30 however we do enter gifts for a previous fiscal year past June 30.  We have a policy where we backdate all gifts to June 30 if they are for the previous year. 

You don't actually need to move your fund dates forward in order to be able to post a contribution to the previous fiscal year.

Dale

I'm hoping there's a way to do this without having to back date the gift. Anyone?

***Ignore this post***

you don't actually have to backdate the gift to apply it to the previous fiscal year, that's just our policy.

You will have to change the campaign that gets selected after you select the appropriate fund when you're entering the gift. 

Dale

Thanks for the correction Dale, I keep forgetting about the campaign pop-up window in situations like that. Just another FYI Margaret, it appears that your campaign does need to be active for it to show up.

Hi all!

If a fund is associated to more than one campaign you can select the campaign that you wish to use for the contribution in the contribution editor - so you do not need to backdate (although I do understand why this may be an internal policy) and you do not need to set up mirror funds.

In the contribution editor, after you select your fund, click the chicklet next to "Campaign".  This will allow you to select this year's campaign, next year's campaign, or a previous year's campaign (as long as the fund has been associated).

In the campaign set up, make sure that this fund has been associated to all campaigns it applies to.  It's true, the association dates do need to be unique, so most organizations will make these their fiscal year.  However, as described above, this will not prevent you from using the fund and campaign outside of these date ranges.

Hi all!

If a fund is associated to more than one campaign you can select the campaign that you wish to use for the contribution in the contribution editor - so you do not need to backdate (although I do understand why this may be an internal policy) and you do not need to set up mirror funds.

In the contribution editor, after you select your fund, click the chicklet next to "Campaign".  This will allow you to select this year's campaign, next year's campaign, or a previous year's campaign (as long as the fund has been associated).

In the campaign set up, make sure that this fund has been associated to all campaigns it applies to.  It's true, the association dates do need to be unique, so most organizations will make these their fiscal year.  However, as described above, this will not prevent you from using the fund and campaign outside of these date ranges.

Hi Nick. Unfortunately, the only way we could continue to get last year's campaigns to show up  in the contribution batch entry window was to readjust their end date from 6/30 to 8/1 which means that now when I try to set up my campaigns for this fiscal year I get an error message saying that the fund is already associated to last year's campaign. Is there another way around this?

Hi Margaret,
Just in case Nick doesn’t chime in soon here is what you want to do.
(this is assuming that by contribution batch entry you are referring to the contribution editor)
Adjust the end date for last year’s campaign and fund back to 6/30 or whatever it was.
Make sure that the campaigns status is left “active” and not “closed”.
Create your current new campaign starting 7/01 and associate the fund in question with the same start and end date.
(you need to do this or I think you will get an error that the fund is not available when processing the gift.)
Now go in and start a new gift in the contribution editor.
After you enter the fund in question and hit tab it will automatically populate the current year’s campaign.
To the right of the campaign there is a chicklet/button that you need to click.
This should bring up a window that allows you to change the campaign back to last year’s.

Hope this helps.

Hi Ryan. I just tried your solution but when trying to set up the new campaign and selecting the funds to associate with it, I still get this error message: "Fund: XXX is already associated with Campaign: XXX." The system won't allow me to associate a fund with more than one campaign. This is driving me crazy!

The key is making sure the fund start and end dates for the two campaigns do not overlap.
If your 08-09 campaign end date is 06/30/09 you should have no problem creating a 09-2010 campaign starting 07/01/09 which should ensure your fund start and end dates do not overlap.
If you are still getting the error then that fund must be active in yet another campaign somewhere.

Thanks so much, Ryan, and everyone else for your help! I think we finally have it all sorted out. Have a great night!!

Marie,

Your dates in Tessitura cannot overlap but they do not need to overlap. 

Lets say you have the following:

FY09 Membership Campaign - Fund= membership 7/1/2008-6/30/2009

FY10 Membership Campaign - Fund = membership 7/1/2009-6/302010

As long as both these campaigns are active you can make a contribution to either one even if the end date has passed or has not yet started.  You just need to select the correct campaign when you're entering the gift - after you select the fund.

Dale

To keep the original answer simple we said to make sure that the campaign start and end dates did not overlap, however the only dates that need to not overlap are the fund start and end dates.
So the 09-2010 campaign start date could be 01/01/09 if you like you just need to make sure that the fund start date within the campaign doesn't start until 7/01/09.
I also don't believe that appeal and source dates need to conform to either the campaign or fund dates.

Marie,

The sources within the appeals will need to have future dates and be active in order to be used for gift entry.  However, you shouldn't have any issues there with overlap, the only dates that cannot overlap are the fund dates.

Dale

To keep the original answer simple we said to make sure that the campaign start and end dates did not overlap, however the only dates that need to not overlap are the fund start and end dates.
So the 09-2010 campaign start date could be 01/01/09 if you like you just need to make sure that the fund start date within the campaign doesn't start until 7/01/09.
I also don't believe that appeal and source dates need to conform to either the campaign or fund dates.

Hello everyone,

Sorry to resurrect a very old thread but I'm trying to get my head round all of this in lieu of setting up our new 2010 Campaign/Appeal/Fund structures.

Have I got it right that we can assign new campaigns to an existing and ongoing fund even if old campaigns are still associated to that fund, as long as the fund dates within the campaign set-up do not overlap? Lilke this: 

So if we make sure the fund dates in each campaign are for each financial year, that should be ok? Is this at all right?!

Any advice most welcome!
Thanks

Alison

Thanks, Leslie! It seems almost too simple so i didn't quite believe it!

Perhaps it's because we've now changed our Fund structure so that we're using perpetual funds rather than FY ones so we can make sure the dates that the funds are associated to each campaign are for the appropriate FY (the bit in my attached document). It's taken a while to get our heads round the fact that these dates are not the dates the funds are active but just the dates they're associated to the particular campaign.

Cheers, Alison.