Altru>VIP Sync for CRV YES

Things to remember

• Required columns (in this order)
  1. VIP ID
  2. Payment Method (Card Type)
  3. Date (format: YYYYMMDD)
  4. Gift Amount (Hard Credit)
  5. CRV (Y/N)
  6. Benefit Amount
• Payment types and abbreviations
  1. Mastercard/Visa = MC
  2. American Express = AC
  3. Discover = SC
  4. Check = CK
  5. Cash = CA

Altru —> VIP Sync for CRV NO

1. In Altru’s Information Library, go to the Membership folder, then Gift Processing subfolder
2. Select the query Membership Sync Query ONLINE/DAILY SALES
3. Edit the query definition and set Date Printed to the desired range
4. Review and make necessary edits to the query before clicking Save & Close
5. Export to Excel
6. Open Excel sheet and edit to match column order above (keep last name column visible for now)
7. Check each column
   1. Check that the names listed match your gift batch for the sync and check for duplicate entries
      1. If a constituent is listed twice, delete entry with Altru ID and keep entry with VIP ID
         1. If there are two entries with the VIP ID, check the transaction dates because it could be pulling a payment from earlier in the fiscal year, which you can delete
      2. If no VIP ID is listed, check VIP to see if the constituent has a record. If they do, enter their VIP ID. If they don’t, use the generic ID 555000004 or add a VIP record and enter the new ID (the latter is preferred, if you have time)
   2. If a membership is a gift, use the giver’s VIP ID for the sync (make a note of the soft credit EID - if one or neither constituent has a VIP record, create it)
      1. Once you’ve done this, delete the Y/N gift status column
   3. Abbreviate the payment type entries to match the above format
      1. If there are front desk transactions, you will need to move them over to the first column to combine
   4. Edit the date format:
      1. Select the transaction date column
      2. Click Format —> Cells —> Custom —> type “YYYYMMDD” —> click OK
   5. Insert a new column and enter the transaction amount minus any discounts (you can use an Excel formula or do this manually – formula is most reliable)
      1. After you have the column with the correct amount, delete the columns with the membership price and discount amount
   6. Add a column after the amount, titled CRV
      1. All of these transactions will be CRV NO because we have already deposited the funds, they just need to be recorded in VIP. Fill each line in the column with N
   7. Add a column after the CRV status, titled Benefit
      1. Check each membership amount and enter the appropriate benefit amount for that level
   8. Save Excel file as YYYYMMDD (use date of next scheduled sync) in the Altru>VIP Sync Box folder
   9. Delete the header row and the column showing the members’ names
   10. Save the file again as a Tab delimited text (.txt) document, with the same title as in step 13, without the (.txt) extension in document name
   11. Open FileZilla
   12. Drop .txt file into bottom right box of FileZilla window (if the extension still shows, edit it manually in FileZilla – the sync will not run if the extension is present)
   13. After the sync completes, you will receive an email with the Batch ID: Locate the batch in VIP, add soft credit to any gift memberships, and save the Batch Listing as a PDF
   14. Create a folder with the Batch List PDF and PDFs of the batch’s gift documents (naming convention: YYYYMMDD_Batch_[batch number])
   15. Add the folder to the Box folders:
       1. Blanton CRV-NO Batches (for TGO processing)
       2. VIP Batch Lists (for Membership archives)
   16. Email giftoperations@austin.utexas.edu to let them know documentation for the batch has been added to Box
   17. Done!