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.

Thanks. I was hoping I could do this without having to manually adjust and readjust the campaign end date for the fund(s) each time we get a gift. Having funds for even and odd years is an idea although a bit cumbersome. Any other suggestions?

We are transitioning our general yearly funds to an even/odd year solution to keep finance happy and to make reporting a little easier than just having a single fund that we keep reusing. We do use a single fund for each of our other less active funds. Originally our general funds had been set up as year specific which was indeed cumbersome.

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!!

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