Creating a Gift Code – Web Client Help Center

ThreeSixty Web Client allows you to create new fundraising products, called Gift Codes.

To access the Add New Gift Code wizard, users must have access to the ProductSetup.FundraisingProduct security application.

To define the fundraising gift code:

From the left navigation menu, select Create a New Gift Code.

Alternatively, select +New Gift Code from the Manage Gift Codes page.
The Add New Gift Code page displays, as shown below.

Step 1: Gift Setup

For more information on Gift Setup, please see Gift Setup.

On the Gift Setup page, perform the following:

Enter the Gift Code.
The Parent Gift defaults to the same value.
Enter the Gift Description.
The Short Gift Description defaults to the same value, but can be changed.
Select the Gift Type from the drop-down menu.
The type selected here will determine which options are available in the setup sections, as well as the Account Detail section on the GL and Revenue Accounts step.
Select the Gift Class from the drop-down menu.
Values in the drop-down are populated based on the non-fixed codes defined for the FND "PRODUCT_CLASS" system type.
Use the Subproduct toggle to select if the product is a subproduct.
Enter a Gift Sub-Title.
Set Allow Gift Amount Update as necessary.
Set Create Transactions as necessary.
Depending on the Gift Type selected, this toggle may be disabled.
Set Allow Recurring Gift as necessary.
Depending on the Gift Type selected, this toggle may not display.
Select the Gift Status from the drop-down menu.
Set Available to Order as necessary.
When set to YES, sets this as an active fundraising product for purchase by customers.
Select the Available From date from the drop-down menu.
If necessary, select the Available Through date from the drop-down menu.
Click the Fund link and search for an existing fund to associate with the gift.
Click the Campaign link and search for an existing campaign to associate with the gift.
Click the Appeal link and search for an existing appeal to associate with the gift.
Click the Matching Gift link and search for an existing gift to associate with the gift.
Set the appropriate toggles to YES if the fund, campaign, and/or appeal are exclusive. The toggles are only enabled if a fund/campaign/appeal is selected.
Select Continue to continue to Step 2: Default Gift Amounts.

Step 2: Default Gift Amounts

For more information on Default Gift Amounts, please see Default Gift Amounts.

The Default Gift Amounts step displays, as shown below.
From the Add Rate Structure and Rate Code section, perform the following:
1. Select a Rate Structure from the drop-down.
  Best Practice: Gift amount should NOT be defined for the MEMBER rate structure. Only rate codes defined for the LIST rate structure will display on the online donation control wizard.
2. Select a Rate Code from the drop-down.
  The Description defaults as the Rate Code value.
3. Select the Short Pay from the drop-down.
  The short-pay rule for all CASH fundraising rates should always be set to ADJUST or "Accept whatever is paid".
For fundraising gifts with a Gift Type of Pledge, perform the following from the Fundraising Controls section:
1. Enter the Number of Pledge Payments.
2. Select the Pay Frequency from the drop-down.
From the Additional Options section, perform the following:
1. Enter a Priority number.
2. Enter the Agency Discount %, if necessary.
  Agency discount is probably not used very often for FND products, but it's possible that an organization might use a third-party fundraiser who gets a percentage (i.e., the agency discount amount) as their cut. For example, an organization could pay a fundraiser $1 for every $100 in contributions it raises. The third-party fundraiser submits a check for $99, which is entered as $100.00 gift less the agency discount of $1.00.
3. Enter the Sales Commission %.
4. Set the applicable toggles:
  1. Default Rate
  2. Web Enabled Rate
  3. Default Web Rate
5. Select the Add button to add your Rate.
From the Add New Gift Amount section, perform the following:
1. Select the Rate from the drop-down.
2. Select the Currency from the drop-down.
3. Enter the Gift Amount for the gift as it relates to the rate code.
  For CASH products to be used on the web, you must define a price greater than zero.
4. Select a Valid From date from the drop-down.
5. Select the Valid Through date from the drop-down, if necessary.
Select the Add button to add the Rate and Gift Amount to the grid at the bottom of the page.
1. You can remove items from the grid using the X. If a price has been added by mistake, deleting the incorrect price will automatically set the previous price’s End Date to NULL, only if it is one day prior to the new price.
Select the Continue button to continue to Step 3: GL and Revenue Accounts.
Alternatively, select Save and Close to save your gift code and open the Gift Code Summary.

Step 3: GL and Revenue Accounts

For more information on gift accounts, please see Gift GL and Revenue Accounts.

The GL and Revenue Accounts step displays, as shown below.
From the General Ledger Accounts section, perform the following:
1. The Begin Date defaults to today's date, but can be changed if needed.
2. Enter the Pay Priority for the payment hierarchy within the Fundraising subsystem. The lower the number, the higher the priority.
  The Gift Type chosen on the Gift Setup step will determine which accounts are available in the General Ledger Accounts section. These accounts may default in based on the accounts defined in the system setup.
3. Select the following accounts by entering at least three characters and clicking the magnifying glass search icon to display available options.
  Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
  1. Receivable Account
    This GL account only needs to be defined if “Matching Gift” or “Pledge” is selected as the Gift Type on the Gift Setup page.
  2. Prepayment Liability
  3. Writeoff Account
    This GL account only needs to be defined if “Matching Gift” or “Pledge” is selected as the Gift Type on the Gift Setup page.
  4. Agency Discount
    This GL account only needs to be defined if “Matching Gift” or “Pledge” is selected as the Gift Type on the Gift Setup page.
  5. Deferred Agency
    This GL account only needs to be defined if “Matching Gift” or “Pledge” is selected as the Gift Type on the Gift Setup page.
  6. In-Kind Expense
    This is the only GL account you need to define if “Gift In-Kind” is selected as the Gift Type on the Gift Setup page.
  7. Fundraising Asset
    This is the only GL account you need to define if “Asset” or "Stock" is selected as the Gift Type on the Gift Setup page.
    The Gift Type chosen on the Gift Setup step will determine which accounts are available in the General Ledger Accounts section. These accounts may default in based on the accounts defined in the system setup.
From the Revenue Recognition section, select the appropriate Recognition Method from the drop-down. For fundraising gifts, this is always set to Invoice.
Select Save.
From the Revenue Accounts section:
1. The Begin Date defaults to today's date, but can be changed if needed.
2. Select a Revenue Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
  Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Click Save.
Click Done.
The new Gift Code will open within the Gift Code Summary.

Screen Element	Description
Gift Setup
Subsystem	Read-only. The area, or module, with which the gift is associated.
Gift Code	Text box. The unique code for the fundraising gift. Typically, this code is defined to identify the type of donation, such as Pledge, Cash, or In-kind. For master gifts, the Parent Gift is the same as the Gift Code. This code must be unique and can be alphanumeric up to 24 characters.
Parent Gift	Text box and Lookup field. For master gifts, the Parent Gift is the same as the Gift Code. This can be defined as a campaign or fund if the organization wants to define separate gifts for each campaign or fund. Using this method, different GL accounts can be defined. This code must be unique and can be alphanumeric up to 24 characters. If the Subproduct toggle is set to YES, the Parent Gift field becomes a search field to look up the appropriate Parent Gift.
Gift Type	Drop-down. The primary type of gift. These type codes are fixed system codes and control what information needs to be defined for each type of gift. The type selected here defines whether a hard or soft credit should be generated. It also affects the choices for Gift Class. Fundraising gift types include: Asset – identifies donations of property, jewelry, collectibles, etc. For asset gifts, the bill-to customer gets hard credit when order line is activated. Cash – identifies donations that are managed as cash-basis transactions. A cash donation has a proforma sales transaction and uses the receipt transaction to debit cash and credit Revenue accounts. (Hard Credit) Business Rules: Order Total (Line Total) should be Equal to the Receipt Amount. Unit Price/ Agency Discount should be recalculated on the order after the Receipt / Refund etc. transaction occurs on order. SALE Transaction (TYPE 4) will never have a Distribution. Order amount and type 4 always adjust to the net receipts (the sum of type (1, 2, 3) -1. Order detail cannot be adjusted manually once order line is active. Changes in net receipts will change order detail amounts automatically. The Credit for a cash receipt applied to a cash type product will be Revenue. AR account not used. Only Proforma lines can ever have a balance. Gift-In-Kind – identifies a non-cash donation, but instead a product or service. An expense account is debited and the revenue account credited. When you activate a Gift In-Kind order line, the application does not create financials. For in kind gifts, the bill-to customer gets hard credit when order line is activated. To generate financial transactions for an in-kind gift, the Create Transactions and Allow Gift Amount Update* toggles must be set to YES. Then, you can add the in-kind gift to the order, update the gift amount, and make the line active. The sales transaction amount will be $0 (because there’s no AR); transaction details will be a debit to expense and credit to revenue. Matching Gift – works like a Cash gift type. This type of contribution is made by a constituent who has agreed to make donations to match donations made by other constituents. It is used by organizations that want to separate the contributions they receive through matching programs from straight donations. (Hard Credit) Memo – captures information but has no financial impact on the system. No transactions are created. (Soft Credit) Planned Giving – identifies a gift that creates just a memo transaction. The gift allows the organization to track planned giving information with the purchase of a gift. (Soft Credit) Pledge – creates optional deferred receipt transactions for expected streams of revenue over time for receipts. The pledge can be linked to a credit card and charged automatically. Deferred receipt records can be created to prevent the pledge from appearing as an open receivable. (Hard Credit) Stock – Please note that you cannot enter a receipt type for a stock gift type. Values in the drop-down are populated based on the fixed codes defined for the FND "PRODUCT_TYPE" system type. For donations created for this FND gift, the Gift Type selected here will display in the Gift Type filter, as well as for each donation, on the Donation History control, as shown below. Therefore, you MUST web-enabled any PRODUCT_TYPE codes that you want to display on the web.
Gift Class	Drop-down. Used to classify any gift (master or subproduct). Values in the drop-down are populated based on the non-fixed codes defined for the FND "PRODUCT_CLASS" system type.
Subproduct	Toggle. When you set the Subproduct toggle to YES, the Parent Gift field becomes a lookup to search for the parent gift.
Gift Description	Text box. Describes the fundraising gift code name. This is an alphanumeric field with approximately 120 characters.
Short Gift Description	Text box. Defaults to the Gift Description. If your Gift Description is extraordinarily long, you can edit the Short Gift Description up to 50 characters. If the Short Gift Description is longer than 50 characters, it will be cropped off the invoice. If the gift is defined to display on the web, this description will display on the online donation controls. Therefore, a meaningful name should be entered as this will be viewed by online donors. Additionally, it is NOT recommended that you include the type of gift in the name.
Gift Sub-Title	Text box. This is an optional field that allows you to enter in an additional description (sub-title) that can be used for reporting purposes.
Allow Gift Amount Update	Toggle. If this toggle is set to YES, the Unit Price field is editable on Order Entry and the Line Item Details on the order. If you set this toggle to YES, donors will be able to enter an alternate donation amount on the online donation control wizard, as shown below. This option can display on the web for both CASH and PLEDGE gifts. If the price of the product is $0 and this toggle is set to YES, the Line Status will default to Proforma regardless of the Org Unit Line Status default. The system assumes that the price will be manually changed.
Create Transactions	Toggle. Depending on the Gift Type selected, this toggle may be disabled. When set to YES, the system automatically makes the order line active and saves the order.
Allow Recurring Gift	Toggle. Depending on the Gift Type selected, this toggle may not display. When set to YES, allows the gift to be set up as a recurring gift. Recurring gifts are repeatable donations of set amounts over an undefined period of time. For example, a donor can be set up with a recurring gift that allows them to pay $15 every month until they decide to cancel the recurring gift. If you check this checkbox, donors will have the option of creating a monthly recurring donation, as shown below. This option can display on the web for both CASH and PLEDGE gifts.
Gift Status	Drop-down. The status of the gift. Values include Active, Cancelled, and Discontinued.
Available to Order	Toggle. Sets this as an active gift for purchase by constituents.
Available From	Drop-down. Defaults to the system date, but it can be overridden. The date from which the gift will be available from.
Available Through	Drop-down. This field is usually left blank unless there is a specific date on which the gift will not be available. The gift is not available for donations after this date.
Fund	Lookup field. If a fund is identified at the gift level, it defaults to the Fund field on Order Entry. For more information, please see Defining Funds.
Campaign	Lookup field. If a campaign is identified at the gift level, it defaults to the Campaign field on Order Entry. For more information, please see Defining Campaigns.
Appeal	Lookup field. If an appeal is identified at the gift level, it defaults to the Appeal field on Order Entry. For more information, please see Defining Appeals.
Matching Gift	Lookup field. The product that will be used to create a matching gift pledge if the donor is an employee of the company committed to matching employee donations. When a donor makes a contribution that is eligible to be matched under the employer’s matching gift plan, the matching gift pledge selected here is automatically created.
Fund Exclusive	Toggle. If set to YES, the fund defaults into the order line and cannot be changed. If set to NO, the fund can be changed at the order line level. This toggle is only enabled if a fund is selected in the Fund field.
Campaign Exclusive	Toggle. If set to YES, the campaign defaults into the order line and cannot be changed. If set to NO, the campaign can be changed at the order line level. This toggle is only enabled if a campaign is selected in the Campaign field.
Appeal Exclusive	Toggle. If set to YES, the appeal defaults into the order line and cannot be changed. If set to NO, the appeal can be changed at the order line level. This toggle is only enabled if an appeal is selected in the Appeal field.
Add Rate Structure and Rate Code
Rate Structure	Drop-down. This is a structure that defines a donor. Best Practice: Gift amount should NOT be defined for the MEMBER rate structure. Only rate codes defined for the LIST rate structure will display on the online donation control wizard. After a rate structure has been defined for the product, this drop-down is disabled and cannot be edited.
Rate Code	Drop-down. The established rate determines the pricing for the Rate Structure selected. After a rate code has been defined for the product, this drop-down is disabled and cannot be edited. Values in the drop-down are populated based on the non-fixed codes defined for the FND "RATE" system type.
Short Pay	Drop-down. This fixed code indicates how the system handles short payment situations. Options include: Adjust: Accept whatever is paid. In order to activate a Proforma FND "Cash" product order line with a short pay code of "Adjust", the payment must be greater than zero. Therefore, if a FND product is added as sub-line and payment is made equal to the master order line, the FND product order line will NOT activate. The short-pay rule for all CASH fundraising rates should always be set to ADJUST. AR: Create Receivable - Indicates that constituents purchasing the gift under the active rate code will be invoiced. A receivable amount for any balance due is created. Reject: Do not activate Order unless fully paid. Values in the drop-down are populated based on the non-fixed codes defined for the ORD "SHORT_PAY_PROC" system type.
Description	Text box. A description of the rate code.
Fundraising Controls
Number of Pledge Payments	Text box. Identifies the number of scheduled payments that will be created for a pledge donation. For example, enter "12" for every year, "3" for quarterly, or "1" for monthly. This value defaults based on the value set for the DEFAULT_PLEDGE_PERIODS application parameter.
Pay Frequency	Drop-down. Identifies the payment frequency for scheduled fundraising pledge payments. Values in the drop-down are populated based on the non-fixed codes defined for the FND PAY_FREQUENCY system type. This value defaults based on the value set for the DEFAULT_PLEDGE_PYMT_FREQUENCY application parameter.
Additional Options
Priority	Text box. Determines the order the rate codes display in the product setup and Donation Entry. The rate code with the lowest display order displays first. For LIST rate structures, the Priority defined here determines the sort order of gifts on the Donation Listing control on the web (for instance, to suggest amounts in ascending rather than descending order).
Agency Discount %	Text box. The percentage to be applied for an agency discount when creating a donation for this gift.
Sales Commission %	Text box. The percentage of sales commission the sales representative receives when this product is purchased.
Default Rate	Toggle. Defaults the rate to the list price. For example, some organizations want to show member savings, but to do that the structure and price must be known to consider the “list price.”
Web Enabled Rate	Toggle. When set to YES, indicates that this rate code is available for use through the web. Web-enabled rates defined for the LIST rate structure will display on the online donation control wizard, if the control has been defined to display the CASH or PLEDGE gift.
Default Web Rate	Toggle. When set to YES, indicates that this rate code is the default rate for the web.
Add New Gift Amount
Rate	Drop-down. The Rate Structure and Rate Code pair for the Gift Amount.
Currency	Drop-down. The appropriate domestic or international currency to use in this subsystem, e.g., German Mark, Japanese Yen, US Dollar.
Gift Amount	Text box. The price charged for the gift prior to any applicable discounts.
Valid From	Drop-down. The pricing setup begins on this date. It is based on the system date in the application. If a begin date is defined prior to an existing begin date, a warning message appears. If entered, then the end date is automatically set to the day prior to the next existing begin date.
Valid Through	Drop-down. Indicates the last date when this rate would be effective for this gift detail.
Fair Market Value	Read-only text box. If a product is complimentary or sold at a discount, then you can add the actual amount of the product here.
General Ledger Accounts
Begin Date	Drop-down. The start date for the General Ledger account. The Begin Date of the first set of GL accounts defined defaults to the Available From date from the Gift Setup page. The Begin Date of each additional set added after the first defaults to today’s date.
Pay Priority	Text box. Establishes the order by which line items on a multi-product donation are paid between donation products when the receipt amount is not enough to fully pay all the order lines. Associations that offer donation payments in membership, meetings or other subsystem orders will set the subsystem payment priority for Fundraising to the lowest priority number. Assigning a priority number here will determine which donation line between other donations will be paid first.
Receivable Account	Lookup field. When clicked, you can search for the appropriate receivable account. The receivable account is used for sales and receipt transactions. The account must exist for a company referenced in the current Org Unit ID and must be an asset account.
Prepayment Liability	Read-only. Enter the appropriate prepayment liability account. Defaults based on the receivable account identified above. This is the account that is used to store payments prior to invoicing. It must be valid for a company referenced in the current Org Unit ID and it must be a liability account.
Writeoff Account	Lookup field. When clicked, you can search for the appropriate write-off account. When a write-off of an open balance (including tolerance write-offs) is created, the transaction is DR Write-off Account, CR Accounts Receivable. The account must be either an income or expense account.
Agency Discount	Lookup field. When clicked, you can search for the appropriate agency discount account. When a discount is granted to the agency for this gift, this account number is used. It reduces the AR number while maintaining the full revenue account amount. It may be either a revenue or expense account. Entry defaults the deferred discount account to the same account.
Deferred Agency	Lookup field. When clicked, you can search for the appropriate deferred agency account. When a deferred revenue transaction is created for an agency, this account is used. If no deferred transactions are expected, this account should be the same as the agency discount account.
In-Kind Expense	Lookup field. When clicked you can search for the appropriate in-kind account. This field is only enabled if “Gift In-Kind” is selected as the Gift Type on the Gift Setup page. This account identifies the debit GL account for in-kind giving. Unlike cash donations or pledges, in-kind gifts offset an organization’s expenses rather than collect cash. The typical in-kind transaction is a debit to an expense account and a credit to the donation revenue.
Fundraising Asset	Lookup field. When clicked you can search for the appropriate fundraising asset account. This field is only enabled if “Asset” or “Stock” is selected as the Gift Type on the Gift Setup page. Unlike other transactions, asset and stock gifts (non-cash) debit to an asset but non-cash account and credit to a fundraising revenue account.
Revenue Recognition
Recognition Method	Drop-down. Controls how revenue recognition for the donation is handled. For fundraising gifts, this is always set to “Invoice.” Run FAR670 to recognize the revenue. Values in the drop-down are populated based on the codes defined for the non-fixed FND "REVENUE_RECOG_METHOD" system type.
Revenue Accounts
Begin Date	The Begin Date of the first set of revenue accounts defined defaults to the Available From date from the Gift Setup page. The Begin Date of each additional set added after the first defaults to today’s date.
Distribution Method	Drop-down. Valid values include: Percentage – Will distribute by percentage of the price only. The total amount of the percentage must equal 100. Priority – Enables the Priority and Amt within Priority fields. When discounts or other pricing situations result in a line item not receiving its full amount, the first priority item will receive its full amount and then the next priority item in sequence. If no amount is specified, the system will distribute the remaining amount by percentage. Values in the drop-down are populated based on the fixed codes defined for the ORD "DISTRIBUTION_METHOD" system type.
Revenue Account	Lookup field. This is the account that will be used by a revenue recognition process. It is validated against the FGL_Account_Master table. However, a warning message will display if an account is selected that is not for the organization unit of the gift. It must be a revenue account.
Deferred Revenue Account	Read-only. This field is the account that is used for sales transactions. The Deferred Revenue Account pair will automatically populate based on the selected revenue account.
Percent	Text box. This field is the percentage of the revenue that should go to this account. The total percentages of all line items must equal 100 for the record to be saved (format 000.0000).
Priority	Text box. This field is only enabled when the Distribution Method is "Priority.” When discounts or other pricing situations result in a line item not receiving its full amount, the first priority item will receive its full amount and then the next priority item in sequence.
Amt within Priority	Text box. This field is only enabled when the Distribution Method is "Priority." When populated and when the amount to be distributed (because of discounts or other pricing) falls lower than the amount specified with this line item, the amounts will be filled based on this priority.