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Team Approach 5.0.1

Import/Export Procedures

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Contents

Overview of the Uploads and Downloads Module ..........................................................................................................7

What are Uploads and Downloads? ...............................................................................................................................7 What is a Vendor? ..........................................................................................................................................................7 How do I Execute an Upload? ........................................................................................................................................7

Placing the File in the Upload Directory ......................................................................................................................8 Scheduling the Upload Operation ...............................................................................................................................8 Processing the Upload Files .......................................................................................................................................8 When an Upload Creates a Batch ..............................................................................................................................9

How do I Execute a Download? ......................................................................................................................................9 How do I Undo an Upload or Download? ...................................................................................................................... 10

Undo Upload/Download Procedure Error Checking .................................................................................................. 11 Uploads ........................................................................................................................................................................... 11

Account Data Upload.................................................................................................................................................... 12 Advantages to Using the Account Data Upload Instead of the Batch Upload ............................................................ 13 Creating New Accounts vs Updating Existing Accounts (ADU) ................................................................................. 13 Setting Attributes for an Account Data Upload Vendor File Code ............................................................................. 15 Parameters (ADU) ................................................................................................................................................... 19 Functionality Determined by the Control File (ADU) ................................................................................................. 24 System Preferences that Affect the Account Data Upload ........................................................................................ 25 Reconciling Uploaded Accounts with Accounts in TA (ADU) .................................................................................... 26 Reports (ADU) ......................................................................................................................................................... 28

Account Upload ............................................................................................................................................................ 28 Parameters (Account Upload) .................................................................................................................................. 28 System Preferences (Account Upload) ..................................................................................................................... 29 Reports (Account Upload) ........................................................................................................................................ 29 Available Fields (Account Upload) ............................................................................................................................ 30

Acquisition Upload ........................................................................................................................................................ 31 Inserting Records in the Acquisitions Table .............................................................................................................. 31 Batch Detail Entry Functionality................................................................................................................................ 32 Parameters (Acquisition Upload) .............................................................................................................................. 33 Reports (Acquisition Upload) .................................................................................................................................... 33 Available Fields (Acquisition Upload) ....................................................................................................................... 33 Purging Acquisitions Records .................................................................................................................................. 34

Alternate Account ID Upload ........................................................................................................................................ 34 Parameters (Alternate Account ID Upload) ............................................................................................................... 35 Available Fields (Alternate Account ID Upload) ........................................................................................................ 35

Batch Upload ................................................................................................................................................................ 35 Processing the Upload File(s) .................................................................................................................................. 36 Finding, Creating, and Updating Accounts (Batch Upload) ....................................................................................... 36 Updating the Account Information (Batch Upload) .................................................................................................... 38 Creating Batch Detail Records (Batch Upload) ......................................................................................................... 42 Creating and Updating Batch Benefit Records (Batch Upload) ................................................................................. 46 Creating Batch Summary Records (Batch Upload) ................................................................................................... 47 Parameters (Batch Upload) ...................................................................................................................................... 47 Vendor Flags (Batch Upload) ................................................................................................................................... 48 Vendor Settings (Batch Upload) ............................................................................................................................... 50

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System Preferences (Batch Upload) ........................................................................................................................ 51 Reports (Batch Upload) ............................................................................................................................................ 52 Available Fields (Batch Upload) ............................................................................................................................... 53

Benefit Delivery Upload ................................................................................................................................................ 61 Functionality (Benefit Delivery Upload) ..................................................................................................................... 62 Parameters (Benefit Delivery Upload) ...................................................................................................................... 62 Reports (Benefit Delivery Upload) ............................................................................................................................ 62 Available Fields (Benefit Delivery Upload) ................................................................................................................ 63

Change of Address Upload........................................................................................................................................... 63 Functionality (Change of Address Upload) ............................................................................................................... 64 Parameters (Change of Address Upload) ................................................................................................................. 67 System Preferences (Change of Address Upload) ................................................................................................... 67 Vendor Flags (Change of Address Upload) .............................................................................................................. 67 Reports (Change of Address Upload)....................................................................................................................... 68 Available Fields (Change of Address Upload) .......................................................................................................... 68

Charge Upload ............................................................................................................................................................. 69 Functionality (Charge Upload) .................................................................................................................................. 70 Parameters (Charge Upload) ................................................................................................................................... 70 System Preferences (Charge Upload) ...................................................................................................................... 71 Reports (Charge Upload) ......................................................................................................................................... 71 Available Fields (Charge Upload) ............................................................................................................................. 72

Classification Upload .................................................................................................................................................... 72 Parameters (Classification Upload) .......................................................................................................................... 73 Reports (Classification Upload) ................................................................................................................................ 73 Available Fields (Classification Upload) .................................................................................................................... 74

Legislative District Upload ............................................................................................................................................ 74 Parameters (Legislative District Upload) .................................................................................................................. 75 Available Fields (Legislative District Upload) ............................................................................................................ 75

Duplicate Merge Upload ............................................................................................................................................... 75 Setting the Maximum Match Score for the Vendor ................................................................................................... 76 Parameters (Duplicate Merge Upload) ..................................................................................................................... 76 Reports (Duplicate Merge Upload) ........................................................................................................................... 77 Available Fields (Duplicate Merge Upload) ............................................................................................................... 77

Fund Upload ................................................................................................................................................................. 77 Gift Upload ................................................................................................................................................................... 78

Functionality (Gift Upload) ........................................................................................................................................ 78 Parameters (Gift Upload) ......................................................................................................................................... 79 Vendor Flags (Gift Upload)....................................................................................................................................... 80 Vendor Settings (Gift Upload) .................................................................................................................................. 80 System Preferences (Gift Upload) ............................................................................................................................ 80 Reports (Gift Upload) ............................................................................................................................................... 80 Available Fields (Gift Upload) ................................................................................................................................... 81

Interaction Upload ........................................................................................................................................................ 82 Parameters (Interaction Upload) .............................................................................................................................. 83 Vendor Flags (Interaction Upload) ............................................................................................................................ 84 Reports (Interaction Upload) .................................................................................................................................... 84 Available Fields (Interaction Upload) ........................................................................................................................ 85

Pledge Upload .............................................................................................................................................................. 85

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Parameters (Pledge Upload) .................................................................................................................................... 86 Vendor Flags (Pledge Upload) ................................................................................................................................. 87 System Preferences (Pledge Upload) ...................................................................................................................... 87 Reports (Pledge Upload) .......................................................................................................................................... 88 Available Fields (Pledge Upload) ............................................................................................................................. 88

Program Upload ........................................................................................................................................................... 92 Parameters (Program Upload) ................................................................................................................................. 92 Reports (Program Upload) ....................................................................................................................................... 93 Available Fields (Program Upload) ........................................................................................................................... 93

Query Retrieved Upload ............................................................................................................................................... 94 Parameters (Query Retrieved Upload) ..................................................................................................................... 94 Reports (Query Retrieved Upload) ........................................................................................................................... 95

Source Upload ............................................................................................................................................................. 95 Functionality (Source Upload) .................................................................................................................................. 95 Parameters (Source Upload) .................................................................................................................................... 97 Reports (Source Upload) ......................................................................................................................................... 97 Available Fields (Source Upload) ............................................................................................................................. 98

Telephone Upload ........................................................................................................................................................ 98 Selecting Telephones for Your Telephone Upload Vendor ....................................................................................... 99 Types of Telephone Changes .................................................................................................................................. 99 Parameters (Telephone Upload) ............................................................................................................................ 100 Reports (Telemarketing Upload) ............................................................................................................................ 100 Available Fields (Telephone Upload) ...................................................................................................................... 100

ZIP Code Upload ........................................................................................................................................................ 101 Functionality (ZIP Code Upload) ............................................................................................................................ 101 Parameters (ZIP Code Upload) .............................................................................................................................. 101 Reports (ZIP Code Upload) .................................................................................................................................... 102 Available Fields (ZIP Code Upload) ....................................................................................................................... 102

Downloads .................................................................................................................................................................... 103 Charge Download ....................................................................................................................................................... 103

Pulling Charge for Billing (Charge Download) ........................................................................................................ 103 Parameters (Charge Download) ............................................................................................................................. 105 Preferences (Charge Download) ............................................................................................................................ 106 Vendor Flags (Charge Download) .......................................................................................................................... 107 Reports (Charge Download) ................................................................................................................................... 107 Credit Card Refunds with the Charge Download .................................................................................................... 107

EFT Generation and Download .................................................................................................................................. 108 Selecting Payments and Prenotes for Processing (EFT) ........................................................................................ 109 Generating Batches of Pledge Payments (EFT) ..................................................................................................... 109 Populating the Holding Table (EFT) ....................................................................................................................... 110 Parameters (EFT) .................................................................................................................................................. 111 System Preferences (EFT) ..................................................................................................................................... 112 Reports (EFT) ........................................................................................................................................................ 112

General Ledger Interface ............................................................................................................................................ 113 Functionality (General Ledger Interface) ................................................................................................................ 113 Parameters (General Ledger Interface) .................................................................................................................. 121 Vendor Flags (General Ledger Interface) ............................................................................................................... 122 Preferences (General Ledger Interface) ................................................................................................................. 122 Reports (General Ledger Interface) ........................................................................................................................ 122

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SAC Spreadsheet Download ...................................................................................................................................... 123 Parameters (SAC Spreadsheet Download) ............................................................................................................ 123

Source Analysis Statistics Download .......................................................................................................................... 124 Parameters (Source Analysis Statistics Download) ................................................................................................ 124

System Usage Download ........................................................................................................................................... 125

Overview of the Uploads and Downloads Module

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What are Uploads and Downloads?

What is a Vendor?

How do I Execute an Upload?

How do I Execute a Download?

How do I Undo an Upload or Download?

What are Uploads and Downloads?

The Uploads and Downloads Procedures module includes all uploads and downloads in Team Approach® (TA).

An upload brings information into TA by loading files and processing data. By using uploads, your organization can avoid doing large amounts of manual data entry in TA. Outside vendors can handle your organization’s mailing, telemarketing, etc. These vendors send back text files (i.e., flat files) of data that can be brought into the TA database through an upload. The upload prepares the uploaded records before creating or updating TA records. Reports are run along with the upload to confirm processing and inform users of errors. Files and reports involved in an upload are archived.

A download sends information out of TA by processing data and creating files. When your organization needs to send information to a vendor or a non-TA in-house system, you can use outputs or downloads. A download is called for when a fair amount of processing needs to happen, i.e., a complex selection of records, update of records, calculations, and creation of files with header and trailer records. Reports are run along with the download to confirm processing and inform users of errors. Files and reports involved in a download are archived.

What is a Vendor?

A vendor is the outside party from which data is uploaded into TA or to which data from TA is transferred. Vendor codes are created in TA to represent how an upload file should be treated and how a download file should be created. Information is stored for each vendor code in the following tables:

Vendor Code

The vendor code stores the vendor code description, which interface the vendor can be used with, and certain values (vendor settings) that should be defaulted for a particular vendor (e.g., payment method or debit account).

Vendor Date Formats

The vendor date formats define the formats for the date fields in the uploaded files (e.g., "MMRR," "DD/MM/YYYY" ).

These formats determine how the vendor-provided dates are translated into Oracle dates ("DD-MON-RR").

Vendor Flags

Vendor flags identify whether certain functionality should be performed by the upload or download. For example, the vendor flag "Update Address" indicates whether the vendor sends address updates in the upload. Currently, the vendor flags are not user-configurable; TSI must set these vendor flags for your organization.

Vendor Settings

TA does allow your organization to configure certain vendor preferences that determine how values are set by an upload. You can update these vendor settings on the Vendor Code Entry screen. (Note that vendor settings are stored in the Vendor Code table.)

How do I Execute an Upload?

The process of executing an upload involves placing the file in the upload directory, scheduling the upload to run, and reviewing the batches created by the upload, if applicable.

See Also: Placing the File in the Upload Directory

Team Approach 5.0.1


Scheduling the Upload Operation

Processing the Upload Files

When an Upload Creates a Batch

Placing the File in the Upload Directory

Place the file in the server-side upload directory as defined by the Upload Files system preference. Rename the file so that its file extension is the three letter TA vendor code that corresponds to the vendor layout the file is in. For example, if you received file 072998001.dat from the vendor Triplex, rename it to 072998001.tpx.

Important! The file being uploaded should follow these rules:

CHAR fields should be left aligned, and NUMBER fields should be right aligned. The file name including the extension must be lowercase and you cannot have any spaces in the file name.

Scheduling the Upload Operation

You run the upload in one of the following ways.

You can submit the upload to run immediately by selecting the upload directly from the Uploads and Downloads module on the Main Menu.

You can schedule the operation to run in the future using the Schedule Administration screen.

If you submit the upload, it will be placed in the listener queue and will run after all previous pending operations are finished on that queue. If you schedule the upload, it will run at the time you have specified (or shortly thereafter if other operations are still running on the queue.)

See "Adding an Operation to the Schedule" in the System Administration chapter for instructions on scheduling an upload to run in the future.

Setting the Upload Parameters

Each upload has a set of parameters that you enter when you submit or schedule the upload to run. These parameters appear on the Request an Operation window. The standard parameters are as follows:

Parameter Description

Vendor Code The vendor that corresponds to the format of file you are uploading.

Output Destination Set to "PRINTER" if you want the reports generated by the upload sent to a printer. Otherwise, set to "FILE."

Printer Set to a specific printer if you do not want the upload reports to go to the default printer.

Print Format Set to "PDF" if you want reports to be written in PDF instead of Postscript format.

Processing the Upload Files

The TA listener recognizes that the upload has been scheduled or submitted and invokes the upload's server-side form that governs the process (e.g., ulplgcom.fmx for Pledge Upload, ulocrcom.fmx for Gift Upload, and ulchgcom.fmx for Charge Upload) through a stored procedure.


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The server-side form procedure uses operating system commands to make a subdirectory in the upload directory that will serve as an archive for the upload. The data file, SQL Loader-related files, and upload reports are placed in this archive. The archive is named with the upload process ID, which is a combination of the three-letter vendor code and a vendor sequence number. Examples are MTX00001, MTX00002, CDB0001, ISI00154.

Note: The archives serve as a way to retrieve information about the upload after it has completed. Looking at the files and reports saved there is a first step in most upload support investigations. You should remove the archives periodically; we suggest saving archives for 3-5 weeks.

The server-side form procedure truncates the upload table and invokes SQL Loader to load records in the data file into the upload table (e.g., Acquired Data for the Batch Upload; Charge Upload Data for the Charge Upload) using the vendor control file located in the server-side TA executables directory as specified by the Executable Files system preference.

Note: The server-side form searches for data files with the vendor code extension (e.g., 020998.tpx). Several data files can be processed in one upload although their processing will be sequential and each will get its own archive directory. All load files generated by SQL Loader such as discard or rejection files will be placed in the upload archive directory.

The server-side form procedure makes a call to the database upload procedure (e.g., dp_pledge_upload, dp_charge_upload). This database procedure takes each record in the upload table, does the necessary preparation and moves the record into the corresponding TA table, making companion records in related tables when appropriate. For example, in the Batch Upload and Charge Upload, records are inserted into the Batch Detail table, the Batch Summary table, and the Batch Benefits table.

Note: All records inserted into TA tables by an upload have the User Created audit field set to the upload process ID which is a combination of the three letter vendor code and the vendor sequence number in "XXX - #####" format (e.g., "TPX – 00001").

When the database upload procedure has been completed, the server-side form procedure updates the Upload Download Files table with information about the file uploaded, e.g., number of records processed and error count.

The server-side form procedure runs an error report if the upload has incurred any errors. Through the whole upload process, when errors occur, a variable recording the status of the process is set to "E."

With each upload, certain reports are run. The reports are sent to a printer if the user chooses "PRINTER" as the Output Destination parameter. The reports are always saved to the upload archive directory so they can be reprinted at any time.

When an Upload Creates a Batch

Some uploads create batches of transactions (e.g., Batch Upload). Uploads do not release batches. At the end of an upload, any batches created by the upload will have either an open or error status. Errors pertaining to batch detail records (e.g., "charge card number not recognized") appear in the upload detail report, and must be corrected

manually. When an Oracle, system error, or error unrelated to a batch item occurs, errors appear on the upload error report.

How do I Execute a Download?

Scheduling or Submitting the Download

In TA, the user schedules or submits the download operation, selecting the vendor code as a parameter of the operation. The vendor code signifies what format should be used to create the download data file.

Download’s Server-Side Form Runs

When the TA listener recognizes that the download has been scheduled or submitted, it invokes the download's server-side form (e.g., dlchgcom.fmx for Charge Download, dleftcom.fmx for EFT Generation and Download, and dlglicom.fmx for the General Ledger Interface). The server-side form procedure:

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Creates a download archive directory as a subdirectory in the download directory for storage of the output file and reports. The archive is named with the download process ID which is the three-letter vendor code and a vendor sequence number (e.g., "MAP00001").

Empties the download holding table.

Calls the database download procedure, which selects and processes the correct records and inserts them into the download holding table. All records inserted or updated in TA tables by a download have the User Created and User Last Updated audit fields set to a combination of the download process ID, three-letter vendor code and the vendor sequence number in the format "XXX - #####'" (e.g., "CES – 00001").

Invokes SQL*Plus and uses the vendor’s download spool file to create the download output file. The file is placed in the download directory as specified by the Download Files system preference and copied to the download archive directory.

Updates the Upload Download Files table with information about the file downloaded, such as the number of records downloaded and their total payment amount.

Runs download reports. The reports are sent to a printer if the Output Destination parameter for the download was set to "PRINTER." The reports are always saved to the download archive directory so they can be reprinted at any time.

How do I Undo an Upload or Download?

You can undo the following TA uploads and downloads:

Account Upload

Account Data Upload: Removes all new records created by the upload program. It does not remove changes to existing records that may have occurred as a result of the upload.

Benefit Auto Renewal

Batch Upload

Charge Download and Upload

EFT Download

Gift Upload

Interaction Upload

Pledge Upload

The Undo Upload/Download procedure includes the following parameters:


Interface to be Undone The type of upload to be undone, e.g., "PLG" for Pledge Upload.

Vendor Code The vendor code for the upload to be undone, e.g., "CCG."

Uploads

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Run Sequence The sequence number distinguishing each run of the upload for the particular vendor. (The numeric part of the upload/download process ID.)

Output Destination Set to "PRINTER" if you want the reports generated by the procedure sent to a printer. Otherwise, set to "FILE."

Printer Set to a specific printer if you do not want the reports to go to the default printer.

Print Format Set to "PDF" if you want reports to be written in PDF instead of Postscript format.

See Also: Undo Upload/Download Procedure Error Checking

Undo Upload/Download Procedure Error Checking

TA provides the following error checking when you run the Undo Upload/Download procedure:

If you are trying to undo an upload where batches were processed (posted), the Undo Upload/Download procedure ends in error and the error message "Some batches have been processed; we cannot undo the upload!’ is written to the TA Listener log file. (The error message will also appear on the Undo Upload Download Report.)

If accounts are to be deleted during the Undo Upload/Download procedure, the procedure checks for transactions and/or batch detail records with the account to be deleted. If the Account ID already has transaction records or batch detail records with a different process ID than the one being undone, the account is not deleted and the error message "Account not deleted due to existing records" is written to the TA listener log file (and is displayed on the Undo Upload Download Report).

At the end of each Undo Upload/Download procedure, the number and type of records deleted or undone is written to the TA Listener log file (e.g., "10 batch records deleted from batch details"). The Undo Upload Download Report will display this information as well. The report is placed in the archive of the upload or download that the procedure undid.

Uploads

Account Data Upload

Account Upload

Acquisition Upload

Alternate Account ID Upload

Batch Upload

Benefit Delivery Upload

Change of Address Upload

Charge Upload

Classification Upload

Legislative District Upload

Duplicate Merge Upload

Fund Upload

Gift Upload

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Interaction Upload

Pledge Upload

Program Upload

Query Retrieved Upload

Source Upload

Telephone Upload

ZIP Code Upload

Account Data Upload

The Account Data Upload imports account-related data into TA. This upload can update previously existing data as well as create new data. This upload can also create batches of gifts, pledges, and pledge payments. The Account Data Upload can import the following account-related data:

Names Classifications

Addresses Interests

Telephones Interactions

E-mails Relationships

Alternate account IDs from multiple databases

Transactions & Benefits

Note: All fields that are available in the Batch Upload for each type of record listed above can also be taken in by the Account Data Upload. For example, the Account Data Upload can take in a gender code, birth date, deceased date, and more for each name that is imported.

In addition, the Account Data Upload can import the same transaction- and benefit-level information as the Batch Upload. This includes event registrations and event-related transactions (set the Reg_ID to 0 on the transactions in the upload file; if the registration already exists, the uploaded transaction is assigned to that registration.)

The Account Data Upload actually has some expanded functionality, such as handling some types of adjustments.

See the following topics for specifics on the transaction- and benefit-level data that can be uploaded through the Account Data Upload: Creating Batch Detail Records (Batch Upload), Creating Batch Benefit Records (Batch Upload), and Creating Batch Summary Records (Batch Upload).

Note: The Batch Upload documentation refers to vendor flags. Vendor flags do not apply to the Account Data Upload. However, the functionality of the vendor flags is controlled in the Account Data Upload by file code attributes, upload parameters, and in some cases, the logic in the control file.

See Also: Advantages to Using the Account Data Upload Instead of the Batch Upload

Creating New Accounts vs Updating Existing Accounts (ADU)

Setting Attributes for an Account Data Upload Vendor File Code

Parameters (Account Data Upload)

Functionality Determined by the Control File (ADU)

System Preferences that Affect the Account Data Upload

Reconciling Uploaded Accounts with Accounts in TA (ADU)

Reports (ADU)

Uploads

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Advantages to Using the Account Data Upload Instead of the Batch Upload

The Account Data Upload offers several advantages over the Batch Upload:

The Account Data Upload is account-centric, rather than batch-centric, which makes it easy for you to enter new and updated account-level information as well as transaction-level information.

The Account Data Upload can take in information about benefit recipients, related accounts, etc, which are identified through an "account identifier" field. In the upload tables, an account identifier field is used to indicate to which type of account the information on the record pertains: donor (D), gift recipient (G), benefit (B), soft credit (S), related account (R), tribute account (T), notification recipient (N). More than one of each account type can be handled except for donor account.

Records can be easily inactivated through the Account Data Upload. Any kind of record can be inactivated by simply uploading an identifying field (e.g., classification code) and an inactive status.

The Account Data Upload makes it easy for you to reconcile uploaded accounts with possible matching accounts using the Upload Account Reconciliation screen.

The Account Data Upload allows you to adjust pledges when the pledge number is uploaded (gifts and pledge payments cannot be adjusted through the upload). On the pledge, the following can be updated:

Charge card number

Charge card expire date

Bank approval status

Payment method

EFT routing information

EFT bank account number

Pledge amount

Installment amount

Note that the vendor must provide a flag that indicates the record is an adjustment.

You can run the Account Data Upload simultaneously with itself on different queues.

What are referred to as vendor flags in the Batch Upload are called file code attributes in the Account Data Upload. File code attributes are updateable from the front end on the Account Data Upload File Code Entry screen. Vendor flag settings for other uploads are maintained by TSI.

The Account Data Upload allows for easy expandability. For example, if your layout now handles up to five interactions and you want to allow it to handle up to 10, a simple change to the layout is all that is required, as opposed to a programmatic change to the upload.

Creating New Accounts vs Updating Existing Accounts (ADU)

For each set of uploaded account-related information, the Account Data Upload determines whether the account already exists in TA, and if it does, the Account Data Upload determines whether the uploaded data should be used to make updates to the existing account.

Note: Each uploaded account (donor, recipient, related accounts, etc) is treated by the Account Data Upload using the same set of rules; i.e. the settings apply to all accounts, not just the donor account. Therefore, the sections that follow apply to all uploaded accounts.

See Also: How the Account Data Upload Determines if a New Account Needs to be Created

Updates and Additions to Data on Existing TA Accounts (ADU)

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How the Account Data Upload Determines if a New Account Needs to be Created

The Account Data Upload looks for an existing account based on the uploaded Account ID, Alternate Account ID, Acquisition ID, or pledge number. (If the upload record is the second or later page of a split gift, the Account ID can also be determined from the uploaded first page.)

If an existing account is found using any of these fields, it is considered a reliable match and no new account is created. The uploaded account information (name/address/e-mail/telephone) is used to update the existing account according to the rules in the Updates and Additions to Data on Existing Accounts section.

If no Account ID, Alternate Account ID, Acquisition ID, or pledge number is uploaded, or no existing account is found using any of these fields, then if Duplicate Detection is to be run, the Account Data Upload tries to match an existing account based on the uploaded account information (name/address/e-mail/telephone). If both original and changed information are uploaded, the original information is used to look for the existing account.

If one and only one "exact" match account is found using the uploaded account information, it is considered a reliable match and no new account is created. The uploaded account information (name/address/e-mail/telephone) is used to update the existing account according to the rules in the Updates and Additions to Data on Existing Accounts section.

If the result from duplicate detection is that only "partial" match accounts are found, it is not considered a reliable match. No updates are done using the uploaded account information, and the Partial Match Action parameter determines whether the account is created.

If no "exact" or "partial" match accounts are found, it is considered a "no match" account. No updates are done using the uploaded account information, and the Account Creation Rule parameter determines if and how account creation is performed.

Updates and Additions to Data on Existing TA Accounts (ADU)

Each set of account information (name/address/e-mail/telephone) that is taken in by the Account Data Upload includes an Action field and a Record ID field. When the Use Uploaded Name for Additions or Updates upload file code attribute (or any of the similar ones for addresses, telephones or e-mails) is set to consider only flagged records, the Action field is used to indicate whether a particular uploaded name/address/telephone/e-mail should be considered by the upload.

When the Action field indicates that a record should be considered, or when the Use Uploaded Name for Additions or Updates upload file code attribute (or any of the similar ones for addresses, telephones or e-mails) is set to consider all records, the value in the Record ID field determines which record on the account the uploaded information should be used to add or update. The Record ID field can contain the following values:

The actual record ID (e.g., Name ID or Address ID) of the record to update.

A code indicating the type of record to update. The Account Data Upload currently accepts "P" for primary or preferred name/address/e-mail/telephone. In the future, other codes (like "S" for the records tied to the solicitation interaction) could be defined.

A blank value. When blank, TA follows the Unidentified Name Rule (or any of the similar ones for addresses, telephones or e-mails). See Setting Attributes for an Account Data Upload Vendor File Code for more information about these rules.

See Also: Identifying Information Vendors Should Include for Updates (ADU)

Inactivating Records on Existing TA Accounts

Uploads

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Identifying Information Vendors Should Include for Updates (ADU)

Because the Account Data Upload needs an indicator to identify the account information to update, be sure to include record IDs (Name ID, Address ID, E-mail ID and Telephone ID) in output files that you send to your vendors to specify which records will be updated by the information returned by the vendor. If that is not possible, a vendor can enter a code in the Record ID field, such as "P", to indicate that the primary contact, preferred address, preferred e-mail or preferred telephone should be updated. When the Record ID field is left blank, updates are controlled by the Unidentified Name, Address, Telephone, and E-mail Rules upload file code attributes. See Setting Attributes for an Account Data Upload Vendor File Code for more information about these attributes.

Note: If the you know that the vendor will always be updating the same type of information, the layout (control file) can be programmed to always set the record ID to "P" (or any future values that may be defined).

Another possibility for specifying the record to update is to have the vendor include the original information pulled from TA in the upload file along with the changed information. It is easy for some vendors to provide the data this way. If no record ID value is uploaded, the Account Data Upload looks for a match on the uploaded original information. It will use the uploaded original information, for example the original name on the mailing, to look for a matching name on the existing TA account. If the matching name is found, the upload updates the matching name with the uploaded name change information.

If the record ID is null and no original information is uploaded, the Account Data Upload handles the uploaded information according to the Unidentified Name, Address, Telephone, and E-mail Rules upload file code attributes. See Setting Attributes for an Account Data Upload Vendor File Code for more information about these attributes.

Inactivating Records on Existing TA Accounts

The Account Data Upload imports Status as a field that can be uploaded for each TA account-related record type (including all account information as well as classifications, interactions, interests, and relationships).

For example, by specifying a classification code, classification value, and a classification status of "I" for inactive, a vendor can indicate that a particular classification on an account should be inactivated.

For account information (name/address/e-mail/telephone), if the record ID is not null and the uploaded status is "I," the Account Data Upload updates the existing record with the uploaded status, effectively inactivating that record. The upload can inactivate records only if the record ID is included.

Setting Attributes for an Account Data Upload Vendor File Code

You can set attributes for each file code that uses the Account Data Upload on the Account Data Upload File Code Entry screen. Attributes for the Account Data Upload are synonymous with vendor flags for the Batch Upload. However, Account Data Upload attributes have the advantage that you can set them directly in TA, as opposed to requiring special programming from TSI. (See Working with the Account Data Upload File Code Entry Screen for more information about the screen.)

TA is delivered with the following set of attributes. Note that you cannot create new attributes through the Account Data Upload File Code Entry screen.


Account Creation Requirements

This attribute determines the minimum requirements for an account to be created by the upload. Set this parameter to "Name and Address" to indicate that one name and address are required. Set this parameter to "Name" to indicate that only one last name is required.

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Note: If you set this parameter to Name and Address, the upload requires the last name for individual accounts (or the name line for organization accounts), street number, street name, and ZIP Code).

Require Account Type Match for Updates?

Set to "Y" if the upload should only update account information when the account type on the uploaded record matches the account type on the existing account.

Use Uploaded Name for Additions or Updates

Determines whether uploaded name information should be used to make any changes to existing names. Changes can be processed for all name records uploaded, none, or only those flagged by the vendor. See Updates and Additions to Data on Existing TA Accounts (ADU) for more information.

Use Uploaded Addresses for Additions or Updates

Determines whether uploaded address information should be used to make any changes to existing addresses. Changes can be processed for all address records uploaded, none, or only those flagged by the vendor. See Updates and Additions to Data on Existing TA Accounts (ADU) for more information.

Use Uploaded Telephones for Additions or Updates

Determines whether uploaded telephone information should be used to make any changes to existing telephones. Changes can be processed for all telephone records uploaded, none, or only those flagged by the vendor. See Updates and Additions to Data on Existing TA Accounts (ADU) for more information.

Use Uploaded E-mail for Additions or Updates

Determines whether uploaded e-mail information should be used to make any changes to existing e-mails. Changes can be processed for all e-mail records uploaded, none, or only those flagged by the vendor. See Updates and Additions to Data on Existing TA Accounts (ADU) for more information.

Unidentified Name, Address, Telephone, and E-mail Rules

Determines how uploaded information without a record ID should be handled. These records can be ignored, created as new records without looking for a match, or matched to an existing record, updating all pieces of information or only the pieces that were null. For example, name information uploaded without a Name ID can be ignored, added as a new name on the account, used to update only the null pieces of data on the matching name record, or used to update all pieces of data on the matching record. See Updates and Additions to Data on Existing TA Accounts (ADU) for more information.

Default Payment Method

Determines the default payment method to apply to an uploaded batch detail record that does not have a specified payment method.* If this attribute is also blank, TA sets the payment method based on the uploaded charge card number, if it is not null. If the charge card number is null, payment method is set to "CK" for check.

* Note: If payment method is the generic "CH" for charge and the charge card number on the upload record is not null, payment method is set based on the charge card number.

Default Deposit Location

Determines the default deposit location to be used on batch summary records and the debit account to be used on batch detail records if the deposit location/debit account is not

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uploaded.

Reconcile Batch and File Trailers

Indicates whether the upload should check that uploaded batch trailer and file trailer totals reconcile with the detail record totals. If the totals don’t reconcile, TA does not proceed with the upload and generates an error message.

If this option is combined with a vendor layout specifying no trailers, no batches are created and an error is displayed on the Account Data Upload Statistics report.

Prefix for Batches that Require Manual Attention

Indicates the prefix that identifies acquired batches that need manual attention. When a batch with this prefix is uploaded, the items in the batch appear with an error message.

Batch Creation Method

Indicates how batches should be created. "Conserve Vendor Batches" creates batches based on the batch numbers in the upload file. The layout must include acquired batch number and acquired batch sequence values for each batch detail record or the upload will terminate with an error. "Standard" creates batches with detail records grouped by status (error or error-free), payment category, and fiscal month/year, and references the Maximum Batch Size for Default system preference. Batch items with account creation errors (e.g., Account ID is null) are further separated from error batches into their own batches.

Charge Pledges Already Pulled for Payment?

Set to "Y" if the Date Last Pulled should be set for uploaded charge pledges (the vendor does the first billing for charge pledges and uploads a payment record separately).

Create First Charge Payments for Charge Pledges?

Set to "Y" if an initial payment transaction for a charge pledge should be created in addition to the pledge (the vendor does the first billing and payment is assumed). The Date Last Pulled is also set for uploaded charge pledges.

Inactivate Classifications

Indicates a pre-existing classification that should be inactivated for the uploaded accounts.

Member Card Category

Indicates all awarded benefits with the specified benefit category should have the Last Pulled and Delivered fields set using the uploaded Member Card Sent Date.

Premium Category

Indicates all awarded benefits with the specified benefit category should have the Last Pulled and Delivered fields set using the uploaded Premium Sent Date.

Alt Account ID Update Rule

Determines when the Alternate Account ID for an existing account is updated. The choices are Standard or Update Using ALZ Rule.

Standard: The account ID will be added to an account if the it does not already have an alternate account ID of the same ID Type

Update Using ALZ Rule: Will update an existing account if no alternate ID exists or if the existing ID is One Character + 7 digits;

Will not update an existing account if the existing alternate ID is two characters + 6 digits (which designates a chapter-only

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account) or if the existing alternate account ID has any other combination of letters and characters. (Also, a null value in the uploaded file will not overwrite an existing alternate ID.)

Account Activity Update Rule

Determines when the Account Activity records are updated. The choices are Standard or Update Using ALZ Rule.

Standard: uploaded account activities information is used to create new or update existing account activities record on an account.

Update Using ALZ Rule: Account Activity records on an existing account are not created or updated when the attribute has this value.

Create Default Classifications

Determines when default classifications are created on an account. The choices are:

Never: Do not create default classifications

Create Using ALZ Rule: classifications are created if:

If the uploaded account is created as a new account, a ‘Chapter Only’ classification is created for the new account (Classification Code = ASSIGNMENT, Value = NC).

If the uploaded account matches an existing account, then if the existing account has either a 'Chapter Only’ or ‘Shared’ classification (Classification Code = ASSIGNMENT, Value = NC or NS), then ADU generates an error message on the Account Data Upload Statistics Report. If the existing account has no ASSIGNMENT/NC or NS classification, ADU creates a ‘Shared’ classification (ASSIGNMENT/NS).

Multiple Exact Match For Tribute Accounts

Determines how to handle tribute records when there is more than one exact match. The tribute record can be applied to the highest scoring match, a new account can be created, or you can simply print a message in the appropriate report. (The message is printed with all three options.)

See Also: Working with the Account Data Upload File Code Entry Screen

Working with the Account Data Upload File Code Entry Screen

TA uses the upload file code as the extension for the upload file. In addition, the upload file code is associated with a particular vendor layout. (If you want two different control files to use the same vendor layout, you need two separate upload file codes.) At the current time, if you want to create a new upload file code, or make changes to an existing control file or layout, you must contact TSI to make the changes for you. While you cannot create new upload file codes on the screen as of version 4.0.1, you can use the screen to view details for the vendor associated with the upload file code, and to set attributes for each file code.

The Account Data Upload File Code Entry screen consists of two tab pages.

Use the Basic tab to view the name line, preferred address, and preferred telephone number for the vendor associated with the upload file code. Note that for a vendor to be included in the list of values for the Vendor field, the vendor must have a brief name in TA that is assigned the Vendor brief name function.

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Use the Attributes tab to indicate whether (and how) TA should perform certain functionality when the particular upload file code is used for the Account Data Upload. Each upload file code can have a different value for any given attribute. See the previous topic, Setting Attributes for an Account Data Upload Vendor File Code, for more information.

Parameters (ADU)

Once the upload file code has been created (to define the file extension and layout) and you have entered attributes for it on the Account Data Upload File Code Entry screen, you can run the Account Data Upload. (See Working with the Account Data Upload File Code Entry Screen for more information about upload file codes.)

The parameters for running the Account Data Upload procedure are as follows: (The remaining parameters have to do with the reports you can run with the Account Data Upload.)


Upload File Code

Select the vendor for your upload file from the LOV. The file code you select determines both the extension of the file(s) uploaded and the layout(s) used.

Upload File Name(s)

Select the file you want to upload. You can enter a single file name, a comma-separated list of file names, or * for all files from the vendor you specified in the Upload File Code parameter.

Detect Matching Accounts?

Set to "Y" if duplicate detection should run if the uploaded record does not include an Account ID or if it includes an invalid Account ID.

Cutoff Score for Exact Matches

This parameter as well as Cutoff Score for Partial Matches defaults from a system preference, but you can change it if you want to change the scoring requirements for duplicate detection for the upload. Scores above this value will be considered "exact matches."

Cutoff Score for Partial Matches

In duplicate detection, scores above this value but less than the exact match score will be considered "partial matches".

Account Creation Rule

Set this parameter to determine if and when the upload should create a new account when name and address are uploaded or the uploaded Account ID is invalid and duplicate detection is either not run, or does not return a partial or exact match. See Account Creation Choices (ADU).

Partial Match Action

Set this parameter to determine if and when the upload should create a new account when duplicate detection is run and TA finds only partial matches. See Partial Match Action Choices (ADU).

Account Affiliation

Use this parameter to restrict uploaded data to a specific affiliation. Set this field to ALL or to a specific affiliation code. If the ZIP Code on an uploaded address does not fall into the affiliation specified in this parameter, the account is not uploaded and the account is treated as if it were a partial match. TA looks up any possible matches (the account will not be created) and retains the information and possible matches for manual reconciliation.

If you use this parameter make sure to that your file setup (the Account Data Upload File Code Entry record) has the Partial Match Action parameter set to 'Defer Account Creation' so that only exact matches for duplicate accounts are processed (partial

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matches will require manual review and handling).

Account Affiliation Category

This parameter is similar to Account Affiliation and is intended to be used when account affiliation is determined by the ZIP code of the account's preferred address. When set to something other than ALL, only accounts that have these Account Affiliation Category codes are created when you run ADU. Any other accounts are not created.

Prospect Source

Use this parameter to set a default value for prospect source on new account activity records for new primary donor accounts. If this value is specified, an account activity record is created for the donor accounts. (Primary donor accounts are the uploaded accounts used for the donor of gifts.)

The default prospect source from this parameter is used for only these accounts (not for new benefit recipient or tribute accounts). If there is an uploaded prospect source value, it overrides the value of this parameter for the given upload record.

See Also: Parameters that Control Reporting (ADU)

Account Creation Choices (ADU)

Partial Match Action Choices (ADU)

Parameters that Control Reporting (ADU)

When you set the parameters for the Account Data Upload, you can choose to run one or more of the following reports with the upload:

Account Data Upload Detail report

Batch Summary report

Batch Detail report

Account Data Upload Statistics report

The parameters associated with these reports are described in the topics that follow. See Reports (ADU) for more information about these reports.

See Also: ADU Parameters: Account Data Upload Detail Report

ADU Parameters: Batch Summary, Batch Detail, and Account Data Upload Statistics Reports

ADU Parameters: Account Data Upload Detail Report

The following Account Data Upload parameters pertain to the Account Data Upload Detail report:


Run Account Data Upload Detail Report

Set this parameter to "Y" to run the Account Data Upload Detail report with the upload. If you choose to run this report, refer to the parameters below to make choices for the report.

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Account Determination Results

Select a list of possible account determination result values by which to filter the accounts in the report. You can enter a single value, a comma-separated list of values, or ALL. The choices include Determined, Created, Matched, and Deferred.

Determined = The uploaded account included an identifier that matched the account up exactly with an account already in the database.

Created = The account was newly created by the upload.

Matched = The uploaded account was matched through duplicate detection to an existing account in the database as an "exact" match, so the existing account was updated with the uploaded information.

Deferred = The uploaded account was not created or matched with an existing account in the database, so the uploaded account needs to be reconciled. (Note that the Detect Matching Rules, Account Creation Rule, and Partial Match Action parameters can all affect whether an account is deferred.)

Message Level

Select from a list of message levels by which to filter the accounts on the report (i.e., only accounts that receive the chosen level of message appear on the report). The choices include Error, Warning, Informational, and No Messages.

If you want to filter accounts by the kinds of messages received, you will most likely set this parameter to "Error" to see only those accounts that contained one or more error-level messages. You can enter a comma-separated list of message levels if desired. (Note that the Message Level to Display parameter below determines whether the messages are actually displayed on the report.)

Note: The message level you select specifies the "highest" message that the account receives (the highest level is Error, the middle is Warning, and the lowest is Informational). For example, if you want to include accounts that have received warning and informational messages but not error messages, set this parameter to Warning. By using the highest message level, this parameter allows you to segment all of the accounts cleanly; there is no overlap.

Group by Select a method for grouping accounts on the report. You can group by a combination of the account determination result, whether there are any errors (i.e., error-level messages), and whether the accounts were updated (by adding new or updating existing records). Specifically, the choices for this parameter are as follows:

First group accounts by the account determination result, then by whether there were any errors

First group accounts by whether there were any errors, then by the account determination

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result

First group accounts by the account determination result, then by whether updates were made

First group accounts by whether updates were made, then by the account determination result

Sort Order for Account Data Upload

Select the information to use to sort the data in the report (within the "Group by" choice you have selected). Choices include Account ID, Alpha Name, Upload Record ID, and Acquired Batch Number.

Details to Display

Select from the following Detail sections to display on the report: Names, Addresses, Telephones, E-mails, Classifications, Interests, Interactions, and Relationships. You can enter a single value, a comma-separated list of values, ALL, or you can leave the parameter blank to display only the Account ID and upload record ID (which corresponds to the line number in the upload file).

Message Level to Display

Select the level of messages to include on the report. Choices include Error, Warning, and Informational messages. You can enter a single value, a comma-separated list of values, ALL, or you can leave the parameter blank to keep any messages from appearing on the report.

Note: Do not confuse this parameter with the Message Level parameter (above), which filters the accounts included in the report by the level of message received.

ADU Parameters: Batch Summary, Batch Detail, and Account Data Upload Statistics Reports

The Account Data Upload parameters described below pertain to the Batch Summary, Batch Detail, and Account Data Upload Statistics reports.

Batch Summary Report (ADU)


Run Batch Summary Report?

Set to "Y" if you want the Batch Summary report to run with the upload. If you choose to run this report, refer to the parameter below to make choices for the report.

Sort Order If you are running the Batch Summary report, set this parameter to indicate whether you want the report sorted by TA Batch Number or Acquired Batch Number.

Batch Detail Report (ADU)


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Run Batch Detail Report?

Set to "Y" if you want the Batch Detail report to run with the upload. If you choose to run this report, refer to the parameters below to make choices for the report.

Sort Order for Batch Detail Report

Set this parameter to indicate whether you want the Batch Detail report sorted by TA Batch Number or Acquired Batch Number.

Account Information to Display

Set this parameter to indicate the combination of name, address, telephone, and e-mail information that you want to include on the Batch Detail report.

Source Details to Display

Select each source detail that you want to include (in addition to the source code) on the Batch Detail report. You can leave this parameter blank to keep the report from displaying any source details.

Transaction Details to Display

Select each transaction detail that you want to include on the Batch Detail report (e.g., tribute, matching gift, soft credit details). You can leave this parameter blank to keep the report from displaying any of the details listed in this parameter.

Benefit Type to Display

Set this parameter to indicate whether you want the Batch Detail report to include only the package code for benefit packages awarded to the transaction, or whether you want each benefit item in the package listed.

Break Group Set this parameter to "Activity Type" if you want the Batch Detail report grouped and totaled by the activity type on the transaction, and then sorted by the sort order you have indicated in the Sort Order for Batch Detail Report parameter. Otherwise, leave this parameter blank for the report to simply use the sort order.

Account Data Upload Statistics Report


Run Account Data Upload Statistics?

Set to "Y" if you want to run the Account Data Upload Statistics report with the upload. This report provides counts of records modified or created by the upload. See Reports (ADU) for more information about this report.

Account Creation Choices (ADU)

The Account Data Upload can create new accounts in Team Approach® if name and address information are

uploaded without an Account ID or with an invalid Account ID and duplicate detection is not run or returns no matches. How TA creates the new account depends on how the Account Creation Rule parameter is set.

The options for the Account Creation Rule parameter are as follows:

Choice Description

Create Vendor Account

Creates a new account with the uploaded information using the vendor supplied Account ID, if available. If a vendor Account ID is not supplied, a TA generated Account ID is used.

Create TA Creates a new account using a TA generated Account ID,

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Account even if a vendor Account ID is specified.

Create TA Account Except for Invalid ID

Creates a new account using a TA generated Account ID unless a vendor supplied Account ID is uploaded, in which case account creation is deferred.

Defer Account Creation

Does not create a new account with the uploaded information. A message is generated on the Account Data Upload Detail report. An example of when you might want to select this option is if you know you are not expecting any new account data from your vendor.

You must compare the uploaded data with existing accounts through either the Batch Detail Entry or Account Reconciliation screens.

Partial Match Action Choices (ADU)

If duplicate detection is run and only partial matches are found, the Partial Match Action parameter determines if and how accounts should be created.

The options for the Partial Match Action parameter are as follows:

Choice Description

Defer Account Creation

Does not create a new account. You must compare the uploaded data with existing accounts through either the Batch Detail Entry or Account Reconciliation screen.

This choice has the advantage of preventing duplicate accounts from being created. However, the account reconciliation process must take place before transactions are posted.

Create New Account

Creates a new account with the uploaded information, which could possibly be a duplicate.

This choice allows processing of transactions to continue immediately following the upload. However, if you select this choice, you will need to run duplicate detection and possibly merge duplicate accounts at a later time.

Functionality Determined by the Control File (ADU)

The following upload functionality is determined by the logic embedded in the control file itself. Currently, this functionality is not user-configurable; TSI must set this information for each upload control file.

Upload Functionality Control File Logic

Check the Acquisitions table for a record keyed by the uploaded Alternate Account ID field.

If the uploaded Alternate Account ID field is an alpha numeric value, the control file loads that value into the Acquisition ID field instead of the Alternate Account ID field. The presence of a value in the Acquisition ID field serves as the signal to the upload to check the Acquisitions table.

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Convert uploaded individual names to mixed case.

If uploaded name fields should be translated to mixed case, the control file does the translation during the loading of the data file.

Create a zero dollar batch item for an uploaded record when payment amount and pledge amount are both null on the uploaded record.

If zero dollar batch items should be created for null uploaded amounts, the control file translates null uploaded amounts to zero. If zero dollar batch items should not be created, the control file leaves null amounts null.

Create a zero dollar batch item for an uploaded record when payment amount and pledge amount are both zero on the uploaded record.

If zero dollar batch items should be created for zero dollar uploaded amounts, the control file leaves zero uploaded amounts as zero. If zero dollar batch items should not be created, the control file translates zero uploaded amounts to null.

Always use the uploaded account information (name/ address/ e-mail/ telephone) to update the same type of record for the existing account.

If a default set of account information should always be updated with the uploaded information, the control file sets the record ID to "P" for update to the primary/preferred records.

Create a relationship between the donor and soft credit account when taking in soft credits and a relationship doesn’t already exist.

If a relationship should be created between the donor and soft credit account, the control file inserts a relationship record with the soft credit account as the related account, using the relationship type code specified in the Soft Credit Relationship system preference.

System Preferences that Affect the Account Data Upload

The following system preferences affect the Account Data Upload. You can set these preferences using the System Preference Administration screen. Note that these preferences may be used in other areas of TA.

Anonymous Account ID

Archive Data in Tables Updated by Uploads

Archive Status for Archived Data

Are Acquisition IDs Reused?

Award Benefits Using Account's Preferred Currency?

Calculate Recipient Gift Type?

Check for ZIP-City Matches in Uploads?

Convert $1 Pledges to Hedges?

Default Source Code During Uploads

Maximum Batch Size for Default

Set Transaction Level Affiliation

Should Expiration Dates be First or Last of Month

Soft Credit Relationship

Unknown Member Name

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Use Break Date as Gift Date for Pledge Uploads?

Reconciling Uploaded Accounts with Accounts in TA (ADU)

When you run the Account Data Upload, TA may defer account creation (either because accounts were not supposed to be created by the upload or because one or more possible matching account(s) were found. See the Account Creation and Partial Match Action parameters for more information). After running the upload, you can review the accounts that were not created by the upload on the Upload Account Reconciliation screen. This screen enables you to determine if a new account should be created or if one of the possible matching accounts is truly the correct account. If an existing TA account is the correct account, you can decide if the information on the uploaded account should be used to update the TA account.

The action you take on this screen also sets the Account ID on the batch record(s) concerned and creates any other account-related data records (classifications, interactions, interests, etc.) that were specified in the upload record.

The Upload Account Reconciliation screen consists of an Overview tab, which enables you to compare the uploaded account with one or more possible matching accounts. You can then decide whether to create the uploaded account, use an existing account instead, or ignore the uploaded account. In addition to the Overview tab, there are tabs that display more details for each of the following levels of information: Account, Name, Address, Telephone, and E-mail.

See Also: Viewing Unreconciled Accounts (ADU)

Reconciling Accounts (ADU)

Reconciling Accounts from the Batch Detail Entry Screen

Viewing Unreconciled Accounts (ADU)

Finding Unreconciled Accounts

When you access the Upload Account Reconciliation screen, TA displays the Find Unreconciled Accounts window. You can find accounts using any combination of the Process ID, batch number (the acquired and TA batch number are both available), upload file name, match score, and status.

Viewing Unreconciled Accounts

The Upload Account Reconciliation screen contains an Overview tab that displays the uploaded account side-by-side with a possible matching account (allowing you to compare at a glance name, address, and other account-related information). You can use the Overview tab to scroll through the possible matching accounts using the <Previous> and <Next> buttons that appear below the possible matching accounts (if multiple were found), zoom from each line of information to the corresponding data entry screen, and decide how to handle the uploaded account. See the next topic, Reconciling Accounts (ADU) for information about deciding how to handle the uploaded data.

In addition to the Overview tab, there are several information-specific tabs that enable you to view more detail for each of the following types of records: Accounts, Names, Addresses, Telephone Numbers, and E-mail Addresses. You can zoom from the detail fields on each of these tabs to access the corresponding data entry screen.

There is also an Other tab that displays all classifications, interests, relationships, and interactions on both the uploaded account and the possible matching account.

Reconciling Accounts (ADU)

After comparing the uploaded account with the possible matching accounts on the Upload Account Reconciliation screen, you can tell TA how to handle the uploaded data. You can handle the uploaded data in one of three ways:

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Create a new TA account.

Add/update the data on a specified matching account. TA defaults the Account ID to the highlighted matching account in the list block. If you think a different account should have been matched, you can press the [F9] key to access the Find an Account window. See "Setting the Mapping Rules" below for information about identifying how to map the data.

Ignore the uploaded data (e.g., if you know the data is in error because the wrong control file was used).

When you have decided how to handle the account, mark the corresponding button in the Resolution block and click <Finalize>.

An unreconciled uploaded account will start out with a U (unreconciled) reconciliation status. When you click <Finalize>, TA updates the reconciliation status to indicate how the record was handled: N (new), I (ignore), or M (match). Note that you cannot update the reconciliation status directly from the Status field.

After TA updates the reconciliation status, TA displays the next unreconciled account on the Upload Account Reconciliation screen.

Note: You do not have to reconcile each account in the order it is presented; you can come back to an unreconciled account at a later time. You can move back and forth between unreconciled accounts using the <Previous> and <Next> buttons that appear below the uploaded account.

Setting the Mapping Rules

If you choose to use a matching account, TA enables you to set the mapping rules for account, name, address, telephone, and e-mail records on each of the corresponding tabs. For each record type, you can do one of the following:

Ignore the uploaded data

Update only the data that is blank in TA

Update all data

Note: Mapping Rules are enabled on each of the tab pages only when you choose to reconcile the uploaded account with a matching account; the rules are enabled only for the account specified in the Match to Account field.

Reconciling Accounts from the Batch Detail Entry Screen

If the current batch item was created by the Account Data Upload, and any of the Account IDs are missing from the batch item (e.g., donor, benefit recipient), when you select one of the batch items that does not have an Account ID, TA displays the following message "This batch item has unreconciled accounts. Reconcile them now?"

Click <Yes> to access the Upload Account Reconciliation screen. If you reconcile the account(s), when you return to the Batch Detail Entry screen, TA sets the Account ID(s) to the one(s) you reconciled.

Click <No> to stay in the Batch Detail Entry screen if you want to reconcile the accounts at a later point. You cannot post the batch until all accounts have been reconciled.

See Reconciling Accounts (ADU) for information about using the Upload Account Reconciliation screen.

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Reports (ADU)

The following reports can be run with the Account Data Upload:

Report Description

Account Data Upload Detail Report

Displays account-related information for accounts created/updated by the upload. You can specify which details to include, and you can control how the data is grouped and sorted by setting the report parameters. See Parameters that Control Reporting (ADU).

Note: You can run this report standalone through the TA menu by entering the Process ID for the upload.

Account Data Upload Statistics Report

Provides counts of records added, modified, suspended (i.e., deferred), rejected (e.g., you set the upload to require both name and address, and the address was missing), and archived, by table. In addition, the report displays any messages associated with the trailer or header records.

Batch Detail Report

Provides information at the batch item level (including errors) for all batches created by the upload. Information can be grouped by activity type (if desired) and then sorted by the vendor supplied (acquired) batch number or the Team Approach

® batch number.

Batch Summary Report

Provides information at the batch summary level (including errors) for all batches created by the upload. This report includes batch summary totals, totals by payment method, totals by gift kind, and an error count.

Account Upload

The Account Upload takes in names, addresses, and telephone numbers to create new accounts in TA. You can also set the upload to create a prospect account activity record and an interest record for each new account created.

The Account Upload first performs duplicate checking. If TA determines that an uploaded account is a potential duplicate of an existing account, the upload does not create a new account and the uploaded account information appears on the Account Upload Report. TA does create or update an interest for an account if it already exists in TA and you set the upload parameters to create an interest for the uploaded accounts.

Vendor Flags (Account Upload)

The vendor flag "Parse Address" controls functionality for the Account Upload. If this vendor flag is set to "Y," TA parses the Address Line field into separate address field components (i.e., Street Number, Street Name, Apartment Number).

See Also: Parameters (Account Upload)

System Preferences (Account Upload)

Reports (Account Upload)

Available Fields (Account Upload)

Parameters (Account Upload)

You set the following parameters when you schedule or submit the Account Upload.

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Vendor Code The three-character code indicating which upload format to use.

Prospect Source Indicates the prospect source code for the accounts to be uploaded. The first character of the source indicates the activity type for which the account should be set up as a prospect. If you leave this parameter blank, no account activity record is created.

Interest Code Indicates the interest that should be created for the uploaded accounts. If the account and interest already exist, the interest is updated (i.e., number of hits, date last expressed, etc.).

Interest Source Indicates the source of the interests created (e.g., telemarketing).

Output Destination Destination for the upload reports, i.e., PRINTER, FILE.

Print Format Output format for the upload reports, i.e., PDF or PostScript.

Printer Printer to which the upload reports should be sent.

System Preferences (Account Upload)

The following system preference affects the Account Upload. You can set this preference using the System Preference Administration screen. Note that this preference may be used in other areas of TA.

System Preference Description


Indicates that the upload should not create a new account if the uploaded record has a city and ZIP Code that do not match.

Reports (Account Upload)

The following reports run with the Account Upload.

Report Description

Account Upload Report Displays uploaded records for which accounts weren't created and the reasons why (e.g., "This account may be a duplicate of #999999." or "City X and Zip Code z do not match) along with statistics about the number of records uploaded, number of accounts created, number of interests created, and number of account activities created.

Account Upload Error Report Displays any Oracle errors incurred by the upload.

Team Approach 5.0.1


Available Fields (Account Upload)

The following is the superset of fields that can be used with any Account Upload vendor code, i.e., these are the fields in the Account Upload Data table.

Account ID

Name ID

Address ID

Salutation Code

Account Type

Account Category

Title 1

Last Name 1

First Name 1

Middle Name 1

Suffix 1

Extra Line

Title 2

Last Name 2

First Name 2

Middle Name 2

Suffix 2

Job Title 2

Street Number

Street Name

Free Address

City

State

Apartment Number

Zip Code

Zip Extension

Telephone Number 1

Telephone Extension

Telephone Type 1

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Telephone Number 2

Telephone Extension

Telephone Type 2

Acquired Date

Acquisition Upload

The Acquisition Upload enables your organization to import into TA acquisition prospect names and addresses. These names and addresses do not automatically become accounts in TA, but are held in an Acquisitions table within TA. The Acquisitions table is used during gift entry on the Batch Detail Entry screen and with the Batch Upload. For example, during gift entry on the Batch Detail Entry screen, if an Acquisition ID is entered instead of an Account ID, the name and address information is copied from the acquisition record.

TA also includes an Acquisition Purge procedure to enable your organization to purge existing records from the Acquisitions table. See "Purging Acquisitions Records " for details.

Duplicate Checking

TA checks for duplicate accounts in the Acquisitions table when inserting a record from the Acquisitions Upload Data table. If a record for the Acquisition ID already exists, TA increments the error counter. The upload writes the following message to the TA listener log: "X records were not inserted because they had duplicate acquisition_IDs."

Batch Upload (Acquisition Upload)

If your organization is using the Batch Upload to take in gifts, pledges, pledge payments or account information updates, the upload can also reference the Acquisitions table. See "Finding, Creating, and Updating Accounts (Batch Upload)" for details.

See Also: Inserting Records in the Acquisitions Table

Batch Detail Entry Functionality

Parameters (Acquisition Upload)

Reports (Acquisition Upload)

Available Fields (Acquisition Upload)

Purging Acquisitions Records

Inserting Records in the Acquisitions Table

The Acquisition Upload first loads the acquired names and addresses into the Acquisitions Upload Data table. TA then creates records in the Acquisitions table as follows:

The Account ID is set to null.

The account type is set to "IN" for individual if the Organization Name field in the Acquisitions Upload Data table is null; otherwise the account type is set to "CO" for corporation.

Note: If "CP is a valid corporation account type in the database, TA uses it instead of "CO."

TA sets the title and suffix for each name if the Title and Suffix fields in the Acquisitions Upload Data table are valid codes in TA. If they are not valid codes, the Title and Suffix fields are left null and TA creates an error message which will be displayed on the Acquisition Upload Error Report that the title or suffix is not valid and will not be inserted. The First Name and Last Name fields are set to the values from the Acquisitions Upload Data table.

Team Approach 5.0.1


If the Organization Name field in the Acquisitions Upload Data table is null, the Name Line and Alpha Name fields are composed from the Name fields (i.e., Title, First Name, Last Name, and Suffix). If the Organization Name field is not null, the Name Line and Alpha Name fields are set to the Organization Name field.

The Street Address Line field from the Acquisitions Upload Data table is parsed (separated) into the Street Number, Street Name, and Apartment Number fields in the Acquisitions table. TA sets the City, State, and ZIP Code fields to the values from the Acquisitions Upload Data table. The Address Line 1 and Address Line 2 fields are set to the Second Address Line and Third Address Line fields from the Acquisitions Upload Data table respectively.

Note: The State and ZIP Code fields in the Acquisitions table are validated against the State and ZIP Code tables in TA. If either field is invalid, TA creates an error to be displayed on the Acquisition Upload Error Report indicating that the address will not be created.

Batch Detail Entry Functionality

TA uses the information in the Acquisitions table to find or create accounts during gift entry on the Batch Detail Entry screen. When you enter a value in the Account ID field for which the first character is alphabetical, TA looks for the value in the Acquisitions table and follows the rules below:

If a value is found and the Account ID field in the Acquisitions table is not null (i.e., an account has already been created in TA for the acquired record), TA changes the Account ID field on the Batch Detail Entry screen to the Account ID from the acquired record and retrieves the name and address information from the account.

If a value is found and the Account ID field in the Acquisitions table is null (i.e., an account has not been created in TA for the acquired record), TA displays the Create New Account window and populates the fields on the window with information from the Acquisitions table. You can edit the fields before creating the account.

If no value is found in the Acquisitions table, TA looks up the value in the Alternate Account ID field of the Accounts table, and

If no value is found, TA displays the Create New Account window with no fields defaulted.

If a single value is found, TA sets the Account ID field on the Batch Detail Entry screen to the Account ID from the Accounts table and retrieves the name and address information from the account.

If multiple values are found, TA displays the Find an Account: Selected Accounts window displaying all accounts with the same Alternate Account ID.

Note: TA does not search for the Acquisition ID in the Alternate Account ID field of the Accounts table if your organization reuses Acquisition IDs (and the Are Acquisition IDs Reused? system preference is set to "Y"). This prevents TA from setting the Account ID on the Batch Detail Entry screen to the incorrect account (because the Acquisition ID might be in the Alternate Account ID field for more than one TA account if your vendor reuses Acquisition IDs).

If you enter an Account ID in Batch Detail Entry that is numeric (i.e., the first character is not alphabetical), TA looks only in the Accounts table for the Account ID.

If TA creates a new account by following the rules above, the Acquisitions Account ID field in the Acquisitions table is updated to the new Account ID from the Accounts table and the Alternate Account ID field in the Accounts table is set to the Acquisition ID field from the Acquisitions table.

On the batch item, the source code is defaulted from the acquisition record.

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Parameters (Acquisition Upload)

You set the following parameters when you schedule or submit the Acquisition Upload.




Printer Output format for the upload reports, i.e., PDF or PostScript.

Print Format Printer to which the upload reports should be sent.

Reports (Acquisition Upload)

The following reports run with the Acquisition Upload.

Report Description

Acquisitions Upload Report Displays the number of records uploaded and the number of acquisition records created

Acquisitions Upload Error Report

For each record not processed successfully (in other words, for which an acquisition record is not created), TA displays an error message indicating why (e.g., ZIP Code is not valid). Displays the total number of records uploaded and the total number of errors.

Available Fields (Acquisition Upload)

The following is the superset of fields that can be used with any Acquisition Upload vendor code, i.e., these are the fields in the Acquisitions Upload Data table.

Acquisition ID

Organization Name

Title

First Name

Middle Name

Last Name

Suffix

Address Line

Extra Line 1

Extra Line 2

City

Team Approach 5.0.1


State

Zip Code and Zip Extension

Original Source

Initiative

List

Purging Acquisitions Records

TA includes an Acquisitions Purge procedure that enables you to purge acquisition records from the Acquisitions table. The Acquisitions Purge procedure includes the following parameters.


Acquisition Upload ID Set this parameter if you want to purge all acquisition records with a specified process ID (from a specific run of the upload).

Acquisition ID Letter Set this parameter if you want to purge all acquisition records for which the Acquisition ID starts with the specified letter(s).

TA writes an error to the log file if you run this procedure for a process ID that has already been purged. If the procedure completes successfully, the number of records purged is written to the log file.

Alternate Account ID Upload

The Alternate Account ID Upload enables you to update the Alternate Account ID field in the Accounts table with an uploaded value.

The Alternate Account ID Upload takes in an Account ID and an Alternate Account ID for each uploaded record and places each record in the Alternate Account ID Upload Data table. The upload performs the following checks on the uploaded records.

The Account ID for the uploaded record is a valid Account ID in the Accounts table and

The Alternate Account ID field for the Account ID in the Accounts table is null.

If both of the above are true, then TA updates the Alternate Account ID field for the account with the uploaded value.

If either of the above is false, then the Processed Flag field in the Alternate Account ID Upload Data table is set to "N" for the uploaded record and the record is not used for updating the associated TA account.

Reports (Alternate Account ID Upload)

There are no reports for the Alternate Account ID Upload.

See Also: Parameters (Alternate Account ID Upload)

Available Fields (Alternate Account ID Upload)

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Parameters (Alternate Account ID Upload)

You set the following parameters when you schedule or submit the Alternate Account ID Upload.






Available Fields (Alternate Account ID Upload)

The following is the superset of fields that can be used with any Alternate Account ID Upload vendor code, i.e., these are the fields in the Alternate Account ID Upload Data table.

Account ID

Alternate Account ID

Batch Upload

The Batch Upload imports data into TA, creating batches of gifts, pledges, and pledge payments, and creating and updating account information. Batch Upload can take in the following types of information:

New accounts

New address, names, and telephones for an existing account

Address and telephone updates

Name updates (if Name ID is provided), including custom salutations, birth date, and deceased date

Classifications for donors and benefit recipients

Interests

Interactions

Pledges, gifts, pledge payments, split gifts, soft credit

Benefits (items and packages), premiums and clubs

Benefit recipient accounts (if the transaction is a gift membership or one or more of the premiums should be awarded to an account different from the donor)

Tributes and tribute notification recipients

Account activity information

Note: A transaction is not required to take in the non-transaction information listed above, e.g., address updates. Depending on certain vendor flag settings, a vendor can be set up so that uploaded records with $0 and/or null uploaded amounts are treated as non-transactions.

Team Approach 5.0.1


See Also: Processing the Upload File(s)

Finding, Creating, and Updating Accounts (Batch Upload)

Updating the Account Information (Batch Upload)

Creating Batch Detail Records (Batch Upload)

Creating Batch Benefit Records (Batch Upload)

Creating Batch Summary Records (Batch Upload)

Parameters (Batch Upload)

Vendor Flags (Batch Upload)

Vendor Settings (Batch Upload)

System Preferences (Batch Upload)

Reports (Batch Upload)

Available Fields (Batch Upload)

Processing the Upload File(s)

The Batch Upload performs some initial validation and processing if the vendor flag "Reconcile Batch/File Totals" is set to "Y." The upload compares batch and file trailer record amounts to the sum of the detail record amounts (the upload takes into consideration whether the vendor creates $0 dollar and non-transaction batch detail records when it is reconciling these amounts). If the amounts do not agree, the upload is terminated and an error is displayed on the Batch Upload Error Report.

Also, if the vendor flag "Conserve Vendor Batches" is set to "Y," the upload will check that all detail records have acquired batch number and acquired batch sequence. If any record is missing the acquired batch number and acquired batch sequence, the upload is terminated and an error is displayed on the Batch Upload Error Report. If "Conserve Vendor Batches" is set to "N," the upload will check for any temporary batch numbers left on the database from previous uploads. If found, the upload is terminated and an error is displayed on the listener log. The lingering temporary batch numbers would need to be cleaned up before another Batch Upload can be run. Your organization should contact TSI for assistance in resolving this error.

Finding, Creating, and Updating Accounts (Batch Upload)

The procedure determines the account for each record as follows:

If the upload record includes an active Account ID in TA, that Account ID is used. If the Account ID on the upload record has been merged in TA, the retained Account ID is used.

If the upload record includes an Account ID, but that Account ID does not exist within TA, and the vendor flag "Use Vendor Account IDs" is set to "Y," then the upload record Account ID is used when creating a new account.

If the upload record includes an Account ID, but that Account ID does not exist within TA, and the vendor flag "Use Vendor Account IDs" is set to "N," then a message ("Uploaded Account does not already exist in Accounts.") is displayed on the Batch Upload Detail Report (or the Batch Upload Error Report, if the upload record does not contain a batch item).

If the upload record does not include an Account ID, but is a pledge payment with a valid pledge number, then the Account ID on the pledge is used (if this account has been merged, the retained Account ID is used).

If the upload record includes an Alternate Account ID, the procedure searches for an account that already exists with that Alternate Account ID. If an account does not already exist, the procedure creates a new account and stores the Alternate Account ID on the newly created account record.

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If the upload record includes no Account ID, and the vendor flag "Check Acquisitions" is set to "Y," the procedure searches the Acquisitions table for any upload record that includes an Acquisition ID. See the next section "Using an Acquisitions Record (Batch Upload)."

See Also: Using an Acquisitions Record (Batch Upload)

Finding or Creating an Account (Batch Upload)

Using an Acquisitions Record (Batch Upload)

If an Acquisitions record is found, and the Acquisitions record has a non-null Account ID, that Account ID is used (i.e., an account has already been created for this Acquisitions record).

If an Acquisitions record is found, and that record does not have an Account ID, the name and address information is retrieved from the Acquisitions record, to be used to look for or create a new account (see the next section "Finding or Creating an Account ").

If no Acquisitions record is found for this Acquisition ID, a line is added to the Comments field for the eventual batch detail record, "Acq. account XXXXXX did not have a record in Acquisitions table."

If no Acquisitions record is found for the Acquisition ID, the procedure searches the Accounts table for an account with an Alternate Account ID of that value (i.e., to see if an account has already been created from this Acquisitions record, and the Acquisitions record has been purged).

If an Account with that Alternate ID is found, then that Account ID is used.

If no account with that Alternate Account ID is found, the upload record’s Account ID remains null, which will cause an error ("Account ID is missing or invalid.") to be displayed on the Batch Upload Detail Report (or the Batch Upload Error Report, if the upload record does not contain a batch item).

Note: If your organization reuses Acquisition IDs, TA does not check the Alternate Account ID field in the Accounts table, because the transaction might be applied to the wrong account (TA would apply the transaction to the first account found with that Acquisition ID in the Alternate Account ID field, when other accounts may have the same Acquisition ID in the Alternate Account ID field). If the upload should not check the Accounts table for the Acquisition ID, your organization should set the Are Acquisition IDs Reused? system preference to "Y."

Finding or Creating an Account (Batch Upload)

If no existing account has been identified, and the vendor flag "Create Accounts" is set to "Y," the procedure searches for an account based on the name and address on the upload record (which may have come from the Acquisitions table), using the standard TA account lookup functionality.

If an exact match is found (i.e., the match score is above the "Cutoff Score for Exact Matches" system preference), the matching account is used. If the upload record account information differs slightly from the existing account’s, both sets of name, address, and telephone information are displayed on the Batch Upload Duplicate Merge Report.

If a potential match is found (i.e., the match score is between the "Cutoff Score for Partial Matches" and "Cutoff Score for Exact Matches" system preference), no Account ID is assigned, nor is an account created. But some information (Name 1 & 2, Address, two Telephones, and four Interests) from the upload file is saved for later reconciliation on the Batch Detail Entry screen. Also, a message is displayed on the Batch Upload Detail Report (or the Batch Upload Error Report, if the upload record does not contain a batch item) stating that a possible match was found with the match score and matching account.

Note: The procedure creates a new account if the vendor flag "Create Possible Duplicate" is set to "Y."

If no potential match is found, a new account is created using the names, address, and telephones on the upload record. If the Account ID on the upload record is null, the next sequential Account ID is assigned. If the vendor flag "Use Vendor Account IDs" is set to "Y," and the Account ID on the upload record is not null, then the upload record’s Account ID is used for the new account.

Team Approach 5.0.1


Note: If an account is created from an Acquisition record, the account's Alternate Account ID is set to the Acquisition ID, and the Acquisition record's Account ID is set to the created Account ID (to create a link between the Account and Acquisition records).

TA creates the new account as follows:

The new account can include up to two names, one address, and three telephone numbers (including e-mail addresses).

Title fields are upper-cased (e.g., "MR"). The initial letter of each name in the Salutation fields is capitalized. For individual/family accounts, the First, Middle, and Last Name fields are also initial-letter capitalized. Non-individual/family names (i.e., corporation or foundation) are built by combining the First Name 1, Middle Name 1, and Last Name 1 fields. On non-individual/family accounts, Name 2 fields are treated as the contact name on the account.

In order for an account to be created, Last Name 1 for individual/family accounts or the organization name for non- individual/family accounts is required.

If the vendor flag "Free Text Name" is set to "Y," the Free Name and Free Name 2 fields from the upload record are parsed into separate name fields (i.e., Title, First, Middle, Last, Suffix).

If the Title or Suffix code is invalid, a message is displayed on the Batch Upload Detail Report (or the Batch Upload Error Report, if the upload record does not contain a batch item) and entered into the Comments field for the eventual batch detail record.

Primary Name ID on the uploaded record indicates which name (Name 1 or Name 2) should be marked as the primary contact. The uploaded address and Telephone 1 are marked as the primary name’s preferred address and telephone.

Null Telephone Types are defaulted to "W" (work) for non- individual/family accounts.

If the Check for ZIP-City Matches in Uploads system preference is set to "Y" and the uploaded City and ZIP Code are not a valid combination, a message is displayed on the Batch Upload Detail Report (or the Batch Upload Error Report, if the upload record does not contain a batch item), and into the Comments field for the eventual batch detail record, and the account creation is postponed.

If the vendor flag "Full Name and Address" is set to "Y," individual/family accounts must have First Name and Last Name and Street Number, Street Name, City, State, and ZIP Code in order to be created. Non-individual/family accounts must have an Organization Name and Street Number, Street Name, City, State and ZIP Code in order to be created.

If the vendor flag "Free Text Address" is set to "Y," the Address Line field from the upload record is parsed into separate address fields (i.e., Street Number, Street Name, Apartment Number). If parsing fails, the uploaded Address Line is split into two pieces which are placed in the Street Name and Extra Line fields.

Updating the Account Information (Batch Upload)

In addition to uploading transaction information, Batch Upload can update account information (e.g., addresses and telephone numbers).

See Also: Addresses (Batch Upload)

Account Activity Information (Batch Upload)

Names (Batch Upload)

Telephone Numbers and E-mail Addresses (Batch Upload)

Updating Classifications (Batch Upload)

Updating Interests (Batch Upload)

Updating Interactions (Batch Upload)

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Updating Account Type (Batch Upload)

Updating Account Status (Batch Upload)

Addresses (Batch Upload)

Batch Upload can take in one address for the donor account and one address for the benefit recipient account for account update.

If the vendor flag "Update Addresses" is set to "Y," the procedure invokes the Change of Address Upload to handle address addition, update, or inactivation using the address information on the upload record.

If the vendor flag "Update Addresses" is set to "Y" and the vendor flag "Use Uploaded ID" is set to "N," Batch Upload can update addresses for existing accounts as follows:

If Address ID is filled in on the upload record, then the uploaded address information is used to update the address with that ID, and the original address is archived with a status of "O" for old.

If the Address ID is not filled in, the status of the preferred address is set to "O" for old, and the new address is marked as the preferred address.

If the vendor flag "Update Addresses" is set to "Y" and the vendor flag "Use Uploaded ID" is set to "Y," Batch Upload can add, update, and inactivate addresses for existing accounts as follows:

If the Address ID is not filled in, but address fields are on the upload record, then the address is added to the account.

If the Address ID and address fields are filled in on the upload record, then the uploaded address information is used to update the address with that ID, and the original address is archived with a status of "O" for old.

If the Address ID is filled in, but address fields are not on the upload record, then the address with that Address ID is archived as undeliverable (status of "U").

If the upload record includes an Acquisition ID, and the Address Change Flag field on the upload record is set to "Y," this indicates that the vendor is providing a newer address for the acquisition account. When a new account is created in TA, the address on the upload record is added as a new, active address for the account and the older address from the Acquisitions table is added as an inactive address on the account.

Account Activity Information (Batch Upload)

The Batch Upload can upload a valid current activity, and can update the status of the pending account activity record to "A" for active. If a pending account activity record isn't found, Batch Upload creates a new account activity record for the donor using the uploaded current activity and activity status. If no roll-up activity exists for the donor, Batch Upload creates the roll-up activity as well.

Names (Batch Upload)

The Batch Upload can take in two donor names and two benefit recipient names for account update. The procedure can add, update, and inactivate existing name records for an existing account, depending on how the vendor flags are set and the amount of information in the upload file.

If the vendor flag "Update Names" is set to "Y," the vendor flag "Use Uploaded ID" is set to "N," the upload record includes the Name ID, and at least one of the name fields is not null (First Name 1, Middle Name 1, Last Name 1), the procedure updates the name record with the uploaded Name ID with any of the non-null name fields. If the vendor flag "Archive Name" is set to "Y," the original name record is archived with a status of inactive.

Team Approach 5.0.1


If the vendor flags "Update Names" and "Use Uploaded ID" are set to "Y," the procedure can add, update, or inactivate name records as follows:

If the Name ID is not uploaded but the name fields are filled in, the procedure adds the new name to the existing account.

If the Name ID is uploaded and at least one of the name fields is filled in, the procedure updates the appropriate name record with any of the non-null name fields; if the vendor flag "Archive Name" is set to "Y," the original name record is archived with a status of inactive.

If the Name ID is uploaded and none of the name fields are filled in, the procedure archives that name record as inactive.

The following functionality of the upload does not depend on the vendor flags "Update Names" or "Use Uploaded ID":

For the first name on the account (Name 1), the procedure can upload gender, birth date, deceased date, and deceased flag (which indicates that the name is deceased). Batch Upload can also update the name records for an existing account to indicate the primary contact, if the Primary Name ID field is included on the upload record.

The procedure can upload a customized salutation for a name if the Name ID is provided.

Telephone Numbers and E-mail Addresses (Batch Upload)

The Batch Upload can take in up to three telephone numbers or e-mail addresses per donor account and per benefit recipient account for account update. The procedure can add, update, and inactivate telephone records for existing accounts depending on how the vendor flags are set and the amount of data uploaded.

Note: Batch Upload takes in E-mail addresses using the Telephone Number and Telephone ID fields; if a record is uploaded with an "" sign, TA puts the record in the E-mails table instead of the Telephones table.

Batch Upload invokes the Telephone Upload to handle telephone addition, update, and inactivation. If the vendor flag "Update Telephones" is set to "Y," and the vendor flag "Use Uploaded ID" is set to "N," the procedure will update or add telephones for existing accounts as follows:

If the Telephone ID and telephone number are uploaded, the information is used to update the telephone record with that ID, and the original telephone record is archived with a status of inactive.

For the first set of uploaded telephone fields, if no Telephone ID is included, Batch Upload updates the preferred telephone for the account with the uploaded telephone number. If no preferred telephone exists for the account, TA creates a new telephone record for the uploaded telephone number.

For the second and third sets of telephone fields, if no Telephone ID is included, TA creates a new telephone record for the uploaded telephone number.

If the vendor flag "Update Telephones" is set to "Y," and the vendor flag "Use Uploaded ID" is set to "Y," the procedure adds, updates, and inactivates telephones for existing accounts as follows:

If the Telephone ID and telephone number are uploaded, the information is used to update the telephone record with that ID, and the original telephone record is archived with a status of inactive.

If the Telephone ID is uploaded but the telephone number is not uploaded, the telephone record with that ID is inactivated on the account.

If the Telephone ID is not uploaded, but the telephone number is, the uploaded telephone number is used to create a new telephone record for the account.

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Updating Classifications (Batch Upload)

Batch Upload can take in classification information for both donor and benefit recipient accounts.

If the vendor flag "Create Classifications" is set to "Y," and any of the sets of Classification fields on the upload record are filled in, a classification is created for the account for each set, if a classification with that code/value combination does not already exist for the account. If either the classification code or value is invalid, an error is displayed on the Batch Upload Error Report.

Note: If Classification Name ID is uploaded, the uploaded classification(s) are assigned to that name; if Classification Name ID is not uploaded, the classifications are assigned to the uploaded Name ID; if Name ID is not uploaded, the classifications are assigned to the whole account. If a classification already exists for a name within the account, TA can upload that same classification if it is assigned to a different name within the same account.

The Start Date and End Date fields are set from the values on the upload record. If the Start Date on the upload record is null, the Start Date field on the classification is set to the uploaded gift date. If the gift date on the upload record is null, the Start Date field is set to the date of the upload.

If a classification on the upload record already exists for the account, only the End Date on the classification is updated from the upload record.

Updating Interests (Batch Upload)

The Batch Upload can take in up to four interests for each upload record. Batch Upload first searches for an existing interest based on the uploaded Account ID and interest code. If found, the upload updates the Last Date field on the existing interest record with the date of the upload, as well as increments the interest count. If no existing interest is found, Batch Upload creates a new interest record for the account using the uploaded interest fields.

Updating Interactions (Batch Upload)

The Batch Upload can take in two interactions for each upload record. The interaction information includes: interaction date, interaction category, interaction type, interaction source, interaction source analysis code, response date, response category, response type, telemarketing firm, summary, and comments.

Batch Upload first searches for an existing interaction record based on the uploaded Account ID and interaction source. If found, it updates the interaction record with the uploaded response date, response category, response type, interaction source analysis code, summary, comments, and telemarketing firm. If no existing interaction record is found, and the uploaded interaction category and interaction type are not null, Batch Upload creates a new interaction for the account using all uploaded interaction fields and interaction defaults (i.e., defaults specified for the interaction type).

Note: If you are uploading response information and the upload record does not include response date, TA sets the response date to the deposit date from the batch trailer record.

Updating Account Type (Batch Upload)

If the account type is not on the upload record and the Company flag is not set to "Y" on the upload record, account type is set to "IN" for individual.

If the account type on the upload record is "FA," and the account already exists in TA with an account type of "IN," the account type is updated to "FA." If the account type in the upload record or the existing account is anything else, a message is displayed on the Batch Upload Detail Report and entered into the Comments field for the eventual batch detail record.

Updating Account Status (Batch Upload)

If an upload record includes a termination code and it is a valid code in TA, the procedure sets the status of the account to inactive and updates the termination code with the uploaded value.

Team Approach 5.0.1


Creating Batch Detail Records (Batch Upload)

If the vendor flag "Skip Zero Transactions" is set to "Y," and both the Pledge Amount and Payment Amount for an upload record are zero, a batch detail record is not created for that upload record. This flag can be used to upload account-only information (i.e., non-transaction).

Similarly, if the vendor flag "Skip Null Transactions?" is set to "Y," and both the pledge amount and payment amount for an upload record are null, a batch detail record is not created for that upload record.

For all other upload records (or if these flags are not selected), the procedure sets the batch detail field values based on the field values in the upload file, or to zero if the fields values in the upload file are null.

See Also:

Pledges (Batch Upload)

Deposit Date and Gift Date (Batch Upload)

Debit Account (Batch Upload)

Payment Method (Batch Upload)

Gift Kind (Batch Upload)

Source Code (Batch Upload)

Charge Pledges (Batch Upload)

Acknowledgements (Batch Upload)

Split Gifts (Batch Upload)

Matching Gifts (Batch Upload)

Soft Credits (Batch Upload)

Error Checking (Batch Upload)

Pledges (Batch Upload)

For pledges and pledge payments, the Batch Upload performs the following validation and processing.

Assigns a Pledge Number for pledges (Pledge Amount is not zero, and Pledge Number is null).

Retrieves pledge information for pledge payments (Pledge Number is not null and Payment Amount is not zero).

If the pledge is a charge pledge and the "Create Charge Payment" vendor flag is "Y," Batch Upload creates a payment for the pledge (fills in the payment amount). For a one payment pledge, the payment amount is set to the pledge amount on the upload record. For an installment pledge, the payment amount is set to the installment amount on the upload record.

Displays a message on the Batch Upload Detail Report and enters a message in the Comments field of the batch detail record if:

the upload record is a pledge or gift and the account has open pledges.

the upload record is a pledge payment and the account differs from that on the pledge.

a payment is being applied to a fulfilled pledge.

the upload record is a pledge payment and the payment method differs from that on the pledge.

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Deposit Date and Gift Date (Batch Upload)

If the Deposit Date on the upload record is null, deposit date is set to the current date. Gift date is set according to the following logic (that is, if TA sets the gift date by following step 1, the subsequent steps are ignored):

1. Gift date on the upload record.

2. Gift date on the batch header/trailer record in the upload file.

3. Gift date on the file header record in the upload file.

4. Pledge date on the upload record. If the upload record is a pledge and the Use Break Date as Gift Date for Pledge Uploads system preference is "Y," gift date is set to the break date of the source.

If TA cannot set the gift date by following these rules, then the gift date is left null, and an error message is displayed on the Batch Upload Detail Report.

Debit Account (Batch Upload)

If a value is specified for the vendor setting "Debit Account," the debit account (deposit location) on each upload record is set to that value. If the vendor setting is null, the debit account on each upload record is based on the standard TA rules (i.e., payment method and/or fund).

Payment Method (Batch Upload)

The Batch Upload performs the following validation and processing to set the payment method for each upload record:

If the payment method is not specified on the upload record, payment method is set to the vendor setting "Payment Method." If the vendor setting is also null, payment method is set based on the uploaded charge card number, if it is not null. If the charge card number is null, payment method is set to "CK" for check.

If payment method is the generic "CH" for charge and the charge card number on the upload record is not null, payment method is set based on the charge card number.

Gift Kind (Batch Upload)

If the gift kind is null for the upload record, and the record is not a pledge payment:

if installment amount is uploaded, the gift kind is set to "IN" for installment.

if installment amount is not uploaded, the gift kind is set to "OP" for one payment.

Source Code (Batch Upload)

The Batch Upload performs the following validation and processing to set the source code for each upload record. If TA sets the source code by the first check, it does not do the subsequent check.

Batch Upload sets the source code to the source on the upload record.

If the source code on the upload record is null, Acquisition ID is not null on the upload record, and the vendor flag "Check Acquisitions" is "Y," Batch Upload sets the source to the original source in the Acquisitions table, if available.

If the upload record has a source code that is not a valid TA source code, then the source code is prefixed with the value from the Prefix for Converted Source Codes system preference and re-validated. This allows pre-TA source codes to be entered into the Sources table, and prefixed with a special value for easy identification as old sources, while still allowing vendors to send upload files

Team Approach 5.0.1


containing these source codes without the prefix. This can be useful during the period immediately following conversion, when gifts may be received with both old and new source codes.

Batch Upload sets the source to one for which the break information matches the uploaded pledge date.

If the Default Source Code During Uploads system preference is not null, and the source code on the upload record is null, the source code is set to the value from the system preference. If this does not set a valid source, then an error is displayed on the Batch Upload Detail Report.

Source-related Fields

The following fields are set based on the Source Code of the record (with overrides noted below):

Activity Type* Fund* Debit Account* Project Staff

Activity* Fund Type* Gift Date1 Purpose Solicitor*

Campaign* Credit Account* Gift Type2 List Interest 1

Initiative* Package Event* Test Code Interest 2

Effort* Office* Program Test Cell Interest 3

Group Type Technique* Affliation3

* Set based on source code only if this field is null on the uploaded record.

1 If the Use Break Date as Gift Date for Pledge Uploads? system preference is set to "Y" and the

upload record is a pledge, gift date is set to the break start date from the source code if it is not null. Otherwise, the gift date on the upload record is used.

2 If gift type is included in the upload record, the uploaded gift type is used and is not overwritten by

the gift type rules. Otherwise gift type is assigned according to the gift type rules. If the Calculate Recipient Gift Type? system preference is set to "Y," gift type rules determine the gift type using the recipient account, and the giver gift type is set to "GM."

3 If affiliation is null in the upload record and the Set Transaction Level Affiliation system preference is

set to "ZIP," Affiliation is based on the ZIP Code in the upload record, or if ZIP Code is not uploaded for an existing account, on the ZIP Code of the preferred address and the Activity Type of the uploaded record (based on the source code).

Charge Pledges (Batch Upload)

If the vendor flag "Charge Pulled" is set to "Y," the Date Last Pulled field on the transaction is set to the current date. This flag can be used to upload charge installment pledges for which a payment has already been authorized (setting Date Last Pulled prevents the Charge Download from selecting this pledge too early for the next payment).

Acknowledgements (Batch Upload)

Batch Upload automatically sets the Acknowledge Code to "Y," and Acknowledged Date to the Acknowledged Date from the upload record (if the upload record has an acknowledged date).

Split Gifts (Batch Upload)

Split gifts are retained by the Batch Upload. If Page is not null on the uploaded record, the same batch number and batch sequence are assigned to multiple pages of the same vendor batch number/sequence combination (i.e., whether or not the vendor flag "Conserve Vendor Batches" is set to "Y").

If Total Payment Amount is not null, error checking includes reconciling Total Payment Amount to the sum of the Payment Amounts from each upload record with the same batch number and batch sequence.

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# $ K Matching Gifts (Batch Upload)

If the uploaded record contains a valid, active Matching Company Account ID along with transaction information for a donor, Batch Upload creates a matching gift record. If a matching gift relationship does not exist between the uploaded donor account and the matching company account, the upload creates a matching gift relationship for these accounts, using the uploaded relationship type.

Batch Upload creates the matching gift record by doing the following:

Setting the company name to the matching company brief name associated with the uploaded Matching Company Account ID.

Calculating the match amount using the uploaded pledge or payment amount and the match ratio of the matching company.

Setting the status of the matching gift to the uploaded matching gift status.

Setting the match type to the transaction type of the uploaded batch item when the transaction type is "PL" or "GF." When the transaction type is "PP," Batch Upload sets the match type to "PL" for the first pledge payment (this includes the scenario when a first pledge payment is uploaded along with the pledge), and to "PP" for all other pledge payments.

Note: Uploaded matching gift information is processed by the upload only when there is batch (transaction) information from the donor; if any matching gift information is uploaded without batch information, it is ignored by the upload, and the upload generates a warning message to be displayed on the Batch Upload Errors report.

Soft Credits (Batch Upload)

If the uploaded record is a pledge payment, Batch Upload awards soft credit for the pledge payment according to soft credit information on the pledge.

If the uploaded record is a pledge or gift, Batch Upload awards soft credit to accounts that have an automatic soft credit relationship to the uploaded account.

If Soft Credit Account ID or Soft Credit Alternate Account ID is not null in the upload record, Batch Upload creates a soft credit using the uploaded soft credit information (soft credit type defaulted to "SC" if a specific soft credit type is not uploaded). If the vendor flag "Create Soft Credit Relationship" is set to "Y," Batch Upload creates a relationship between the hard credit transaction account and soft credit account using the relationship type specified in the Soft Credit Relationship system preference.

Error Checking (Batch Upload)

When the batch detail record is created, TA performs all of the standard batch detail error checking that is normally performed when a batch is entered manually on the Batch Detail Entry screen. If an error is detected, that batch detail record is marked as an error, with the errors displayed on the Batch Upload Detail Report. If your organization has the vendor flag "Conserve Vendor Batches" set to "N" (your organization does not want to batch the upload records according to the batch number specified by the vendor), these error records are set aside to be grouped separately into an "error" batch, so that error-free batches can be processed without being held up by the items with errors.

In addition to the standard batch detail error checking, the following checks are also performed.

If the account’s last name matches the Unknown Member Name system preference, an error appears on the Batch Upload Detail Report.

# Matching_Gifts_Batch_Upload_

$ Matching Gifts (Batch Upload)

K Matching Gifts (Batch Upload)

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If the Account ID matches the Anonymous Account ID system preference, an error appears on the Batch Upload Detail Report.

If the vendor flag "Manual Batch Format Mask" is not null, the procedure checks if the vendor batch number matches this format mask (e.g., L9%). If so, an error is displayed on the Batch Upload Detail Report for each item in the batch. This flag can be used to flag batches requiring manual attention (e.g., for certain kinds of address changes).

Creating and Updating Batch Benefit Records (Batch Upload)

The procedure awards benefits for each batch record as follows:

Benefits are awarded using the same rules used in the Batch Detail Entry screen.

If the upload record includes premium or club benefits, these benefits are awarded.

If the vendor flag "Member Card Sent" is set to "Y," and the vendor setting "Member Card Category" is specified, the procedure determines if a member card benefit has been awarded (i.e., a benefit with the category matching the vendor setting "Member Card Category"). If so, the Last Date Sent and Date Delivered fields for this member card benefit is set to the Member Card Sent Date on the upload record.

If the vendor flag "Premium Sent" is set to "Y," and the vendor setting "Premium Category" is specified, the procedure determines if a premium benefit has been awarded (i.e., a benefit with the category matching the vendor setting "Premium Category"). If so, the Last Date Sent and Date Delivered fields for this premium benefit is set to the Premium Sent Date on the upload record.

Benefit expiration dates can be uploaded for the first two benefits. The procedure checks to see whether the day of the expiration date is in sync with the Should Expiration Dates Be First or Last of Month system preference. If an expiration date does not match up with this preference, the Batch Upload changes the day to match with the preference and reports the error on the Batch Upload Error Report.

See Also: Benefits for Gift Membership Recipients (Batch Upload)

Suspending and Reinstating Awarded Benefits (Batch Upload)

Benefits for Gift Membership Recipients (Batch Upload)

The Batch Upload can take in information for the recipient of batch benefits if the recipient is different from the donor. If a Recipient Account ID is on an upload record, and the Calculate Recipient Gift Type system preference is set to "Y," then all uploaded and manually awarded benefits are assigned to the Recipient Account ID, rather than the donor Account ID.

If the Calculate Recipient Gift Type system preference is set to "N," then only premiums where the Premium to Recipient flag is set to "Y" on the upload record are assigned to the recipient.

Note: For organizations that use the Gift Membership functionality of TA (the Calculate Recipient Gift Type system preference is set to "Y"), the Batch Upload calculates the gift type for the batch record based on the Recipient Account ID as well as assigning the benefits to the Recipient Account ID.

Suspending and Reinstating Awarded Benefits (Batch Upload)

Note: This functionality affects previously awarded benefits, and does not require Batch Upload to upload batch benefit records.

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Suspending Awarded Benefits

The Batch Upload can now suspend awarded benefits. When a "suspend benefit code" is uploaded with no reinstatement date, Batch Upload suspends delivery on the uploaded suspended benefit and other benefits awarded with the transaction that awarded the suspended benefit.

More specifically, Batch Upload marks the Suspend Delivery flag on all active non-premium benefits assigned to the uploaded account by the most recent transaction that awarded the suspended benefit.

For example, if account 123 had earlier given a gift that awarded the MEM, GUIDE, and MUG benefits, when the account is subsequently uploaded with a suspended benefit of MEM without a reinstatement date, Batch Upload suspends the MEM and GUIDE benefits. (Batch Upload does not suspend the MUG benefit because it is a premium.)

Resuming the Delivery of Suspended Benefits

The Batch Upload can now reinstate suspended benefits. When a reinstatement date is uploaded (in the Reinstate Date field) along with a suspended benefit for an account, Batch Upload reinstates the uploaded suspended benefit and other suspended benefits that were awarded along with the suspended benefit.

More specifically, Batch Upload reinstates all suspended benefits that were awarded by the most recent transaction that also awarded the suspended benefit by unmarking the Suspend Delivery flag and setting the Resume Delivery Date field to the uploaded reinstatement date on those benefits.

For example, following the scenario mentioned above, if Batch Upload uploads a batch that contains the MEM suspended benefit for account 123 with a reinstatement date of 09/30/01, Batch Upload reinstates the delivery of both the MEM and GUIDE benefits, effective on 09/30/01.

Creating Batch Summary Records (Batch Upload)

A new batch summary record is created for each batch, setting the batch number using the standard TA batch number format. To group batch detail records into batch summaries, the procedure does the following:

If the vendor flag "Conserve Vendor Batches" is set to "N," then batch detail records are grouped by status (error or error-free), payment category, fiscal month/year, and the Maximum Batch Size for Default system preference. If the "Account Error Batch" vendor flag is set to "Y," batch items with account creation errors (e.g., Account ID is null) are further separated from error batches into their own batches.

If the vendor flag "Conserve Vendor Batches" is set to "Y," then batch detail records are grouped into Batch Summary records based on the vendor batch numbers in the upload file (i.e., new TA batch numbers are created, but the batch detail records are grouped by the vendor batch number in the upload file, and ordered as they are ordered in the upload file). Every upload record must have an acquired batch number and batch sequence or the file is rejected.

Parameters (Batch Upload)

You set the following parameters when you schedule or submit the Batch Upload.


Vendor Code A three-character code indicating which upload format to use.

Batch Owner Brief name indicating the user who can access the batches resulting from the upload. No restrictions are placed on resulting batches if left blank.


Team Approach 5.0.1



Printer Name Printer to which the upload reports should be sent.


Vendor Flags (Batch Upload)

The following is a summary of the flags available for each Batch Upload vendor code. The description refers to the functionality when the flag is set (to "Y" or not null). Contact TSI to set these flags.

Vendor Flag Description

Account Error Batches Sets batch items with missing Account IDs into a separate batch (e.g., a batch item is uploaded for a possible duplicate account).

Charge Pulled Sets Date Last Pulled for charge pledges (e.g., for charge installment pledges for which a payment has already been authorized, so the pledge is not selected too early for the next payment).

Check Acquisitions Checks the Acquisitions table for a record with the upload record Acquisition ID.

Conserve Vendor Batches

Conserves the acquired batch configuration in the upload file, instead of forming batches using the standard upload rules.

Create Account Creates a new account if the upload record Account ID is null or invalid, and name (last name or organization name) is not null.

Create Classifications Creates or updates classification records if the upload fields are not null.

Create Possible Duplicate

Creates new accounts for possible duplicates, rather than postponing account creation until a user has reviewed the upload reports. This vendor flag applies to upload records used to update account information only; it does not apply to uploaded transactions.

Create Recipient Creates or updates an account for the benefit recipient uploaded.

Free Text Address Parses the Address Line field into separate address field components (i.e., Street Number, Street Name, Apartment Number).

Free Text Name Parses the Free Name and Free Name 2 fields into separate name field components (i.e., Title, First, Middle, Last, Suffix).

Full Name and Address Requires that the upload record include a full name and address to create an account.

Inactivate Discount Inactivates pre-existing discount classifications (classification code is '"DISCOUNT") for the uploaded accounts.

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Member Card Sent Sets Date Last Sent and Date Delivered for any awarded benefit with a category matching "Member Card Category" vendor setting (i.e., member card has been sent for the uploaded gift).

Premium Sent Sets Date Last Sent and Date Delivered for any awarded benefit with a category matching "Premium Category" vendor setting (i.e., premium has been sent for the uploaded gift).

Reconcile Batch/File Totals

Checks that total amounts from detail records reconcile to amounts from batch trailer and file trailer records. If not, the upload is aborted and an error appears on the Batch Upload Error Report.

Run Acquired Batch Reports

Runs the Acquired Batch Summary and Acquired Batch Detail Reports with the upload. See "Reports (Batch Upload)" for details.

Run Control Report Runs the Batch Upload Control Report with the upload. See "Reports (Batch Upload)" for details.

Run Batch Detail Error Report

Runs the Batch Upload Detail Error Report with the upload. See "Reports (Batch Upload)" for details.

Select Address Updates

Updates only those addresses with Address Change Flag field set to "Y" on the upload record.

Select Telephone Updates

Updates only those telephones with the Telephone Change Flag field set to "Y" on the upload record.

Skip Duplicate Detection

Skips duplicate detection when creating a new account for the uploaded record.

Skip Null Transactions Skips creation of batch detail record if Payment Amount and Pledge Amount are both null (i.e., this record contains account information only).

Skip Zero Transactions Skips creation of batch detail record if Payment Amount and Pledge Amount are both zero (i.e., this records contains account information only).

Update Addresses Updates address information for existing account. Updates address specified by Address ID on upload record or preferred address if Address ID is not specified. See vendor flag "Use Uploaded ID" for address addition and inactivation.

Update Names Updates name information for existing account. Updates name record specified by Name ID on upload record with name fields on the upload record. See vendor flag "Use Uploaded ID" for name addition and inactivation.

Update Telephones Updates telephone information for existing account. Updates telephone specified by Telephone ID on upload record or preferred telephone if Telephone ID is not specified. See vendor flag "Use Uploaded ID" for telephone addition and inactivation.

Use Vendor Account IDs

Uses upload record vendor Account ID when creating a new account (instead of the next available TA Account ID).

Create Charge Creates a payment for a charge pledge by setting

Team Approach 5.0.1


Payment the payment amount on the batch detail record to the uploaded pledge amount for a one-payment pledge, or to the uploaded installment amount for an installment pledge.

Validate Account Type Checks that Account Type in the upload record matches the account type of the TA account before doing address, name, or telephone updates. If account types don’t match, the updates are not performed, and a comment is displayed on the Batch Upload Detail Report or the Batch Error Report.

Capitalize First Character of Name Fields

Standardizes all name fields in the upload file by capitalizing only the first character. This flag should always be set to "Y" unless the vendor provides data file with correct casing.

Create Soft Credit Relationship

Creates a relationship between the hard credit transaction account and soft credit account, using the relationship type specified in the Soft Credit Relationship system preference.

Use Uploaded ID Updates, adds, or inactivates address, name, or telephone for an existing account, according to uploaded ID and account information.

When vendor flag "Update Address" is set to "Y," Batch Upload can add and inactivate, in addition to update, addresses for existing accounts. See "Addresses (Batch Upload)."

When vendor flag "Update Name" is set to "Y," Batch Upload can add and inactivate, in addition to update, names for existing accounts. See "Names (Batch Upload)."

When vendor flag "Update Telephone" is set to "Y," Batch Upload can add and inactivate, in addition to update, telephones for existing accounts. See "Telephone Numbers and E-mail Addresses (Batch Upload)."

Archive Name Archives original name before a name update by setting the status of the original name to inactive.

Multiple Exact Match For Tribute Accounts

Determines how to handle tribute records when there is more than one exact match. The tribute record can be applied to the highest scoring match, a new account can be created, or you can simply print a message in the appropriate report. (The message is printed with all three options.)

Vendor Settings (Batch Upload)

The following vendor settings are user configurable on the Vendor Code Entry screen.

Vendor Setting Description

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Batch Prefix Format mask that identifies batches needing manual attention. These batches are flagged on the Batch Upload Detail Report.

Debit Account Debit Account (Deposit Location) to assign to each transaction.

Member Card Category Benefit Category to identify member cards (usually "D"). Used with vendor flag "Member Card Sent."

Payment Method Payment Method that should default for each transaction, if null on the upload record.

Premium Category Benefit Category to identify premiums (usually "P"). Used with vendor flag "Premium Sent."

System Preferences (Batch Upload)

The following system preferences affect the Batch Upload. You can set these preferences using the System Preference Administration screen. Note that some of these preferences may be used in other areas of TA.

Preference Description

Anonymous Account ID Account ID for the standard Anonymous Account. If an upload record contains this Account ID, a message is displayed for that record on the Batch Upload Detail Report.

Calculate Recipient Gift Type

If set to "Y" and the Recipient Account ID on the uploaded record is not null, the gift type on the transaction is calculated based on the Recipient Account ID, and all benefits and uploaded premiums/clubs are awarded to the recipient.


Indicates that the upload should not create a new account if the uploaded record has a city and ZIP Code that do not match. An error message is displayed on the Batch Upload Detail Report (or the Batch Upload Error Report, if the upload record does not contain a batch item).


Indicates that when a $1.00 pledge is uploaded, TA should create a pledge with a $0 amount and mark it as a hedge. You use this system preference if your organization has your vendor enter a pledge amount of $1.00 when a potential donor agrees to pledge but isn’t sure of the amount.

Current Activities with Pending Address Updates

Indicates that addresses for accounts with a specific current activity should be uploaded with a pending status, rather than an active status.

Cutoff Score for Exact Matches

When searching for matching accounts, a score above this score is considered an exact match.

Cutoff Score for Partial Matches

When searching for matching accounts, a score between this score and the Cutoff Score for Exact Matches system preference is considered a possible or partial patch.

Default Source Code If the source code on the upload record is null, the

Team Approach 5.0.1


During Uploads upload uses this value.

Length of Old Source Codes

Indicates the length of the source code equivalent in your legacy system to identify source codes in the upload that were created in your legacy system. Once a source code is identified as a legacy source code, TA references the Prefix for Converted Source Codes system preference.


Number of detail records to be put in a batch, if vendor flag "Conserve Vendor Batches" is set to "N."

Prefix for Converted Source Codes

Prefix to identify pre-TA source codes, so that these codes can be validated even if the vendor does not supply the prefix.


Indicates whether benefit expiration dates should be the first or last of the month and affects benefits uploaded with expiration dates.

Unknown Member Name

Special name vendor uses to identify an unknown member in the upload file. If an upload record includes this name, a message appears on the Batch Upload Detail Report for the uploaded record.

Upload Path Directory from which upload files are read, and under which process-specific archive directories are created.


For pledges, the source code’s break start date is used as the gift date (instead of using the date on the upload record).


Set transaction affiliation based on ZIP Code or Source.

Soft Credit Relationship

The relationship type to create between the hard credit transaction account and soft credit transaction account, if the relationship does not already exist.

Status of Accounts with all Inactive Names

Indicates whether TA should inactivate an account that has all inactive names or leave the account status as is.

Are Acquisition IDs Reused?

Indicates whether your acquisition vendor reuses Acquisition IDs. If set to "Y," Batch Upload does not search for an acquired account in the Accounts table using the Acquisition ID. (This prevents the upload from assigning the transaction to the wrong account.)

Length of Batch Sequence Number

Determines the length (between 3 and 5) of the sequence number that makes up the last part of a TA batch number.

Reports (Batch Upload)

After batches have been created, the following reports run with the Batch Upload:

Report Description

Batch Upload Acquired Displays the details of each batch item created by

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Report Description

Batch Detail* acquired batch number (the batch numbers

uploaded from the vendor). The details include the basic transaction information and any errors for each item. Displays total pledge and payment amount and total number of items for each acquired batch and totals for all acquired batches in the upload.

Batch Upload Acquired Batch* Summary

Displays batch totals for acquired batch numbers (the batch numbers uploaded from the vendor). This report is useful if your organization is conserving the vendor batch numbers rather than forming TA batches according to the upload rules. For each acquired batch, pledge and payment amounts are totaled by payment method and gift kind.

Batch Upload Control* Displays counts of records added, modified, duplicated, rejected, and suspended, for each type of record the upload processes (e.g., names, addresses, telephones). Also displays the pledge and payment amount totals and counts for all batches in the upload by payment method and gift kind.

Batch Upload Detail Lists each batch detail record created, as well as the errors and messages for each batch detail record.

Batch Upload Detail Errors*

Displays only batch detail records for which errors or messages were generated.

Batch Upload Duplicate Merge

Runs if there are upload records determined to be exact matches for a TA account, but where some slight difference exists between the TA account and the uploaded record. Identifies the batch number and sequence number of the batch item, along with the name, address, and telephone number for the TA account and the uploaded record.

Batch Upload Error Report

Runs if there are any errors not specific to a batch detail record, e.g., the upload ended in error due to

an Oracle error, or there were errors in creating classifications.

Batch Upload Summary

Displays batch totals for each TA batch created by the upload. Displays pledge and payment amount totals and count for each batch and the same totals by payment method and gift kind within each batch. Displays totals for all batches created by the upload.

When the vendor conserves vendor batching (vendor flag "Conserve Vendor Batch" is set to "Y") and acquired batch numbers are provided in the upload file, the report displays the target payment amount and count from the batch trailer record for the acquired batch.

Note: Reports with an asterisk (*) run only if the corresponding vendor flags are set.

Available Fields (Batch Upload)

The following is the superset of fields that can be used with any Batch Upload vendor code, i.e., these are the fields in the Acquired Data table.

Team Approach 5.0.1


Account Category

Account ID

Account Type

Acknowledgment Code

Activity

Activity Status

Activity Type

Address Change Flag

Address ID

Address Type

Alternate Account ID

Anonymous Code

Apartment Number

Bank Account Type

Bank Approval Code

Bank ID

Bank Number

Batch Number

Batch Sequence

Batch Type

Birth Day

Birth Month

Birth Year

Btc Date Of Acknowledgment

Caller

Campaign

Charge Card Number

Check Number

City

Classification Name ID

Club 1

Club 2

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Club 3

Comments

Company Flag

Contact Category 1

Contact Category 2

Contact Date 1

Contact Date 2

Contact Sum 1

Contact Sum 2

Contact Type 1

Contact Type 2

Country

Credit Account

Current Activity

Debit Account

Deceased Day

Deceased Month

Deceased Year

Default Currency

Effort

EFT Status

Event

Extra Line

First Name 1

First Name 2

Free Address

Free Name

Free Name 2

Frequency

Fund

Fund Type

Gender

Gift Kind

Team Approach 5.0.1


Gift Type

Giving Level

Group Type

Hedge

Initiative

Inside Salutation 1

Inside Salutation 2

Installment Amount

Interaction Source 1

Interaction Source 2

Interactions Source Analysis Code 1

Interactions Source Analysis Code 2

Interest 1

Interest 2

Interest 3

Interest 4

Job Title 1

Job Title 2

Last Name 1

Last Name 2

List

Matching Company Account ID

Matching Gift Status

Match Name

Membership Card Sent Date

Middle Name 1

Middle Name 2

Name 1 Change Flag

Name 2 Change Flag

Name ID

Name ID 2

New Account ID

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No Exchange

Number Source

OCR Batch Number

OCR Charge Expire Date

OCR Check Date

OCR Charge Start Date

OCR Deposit Date

OCR Doc Number

OCR Gift Date

Office

Old Account ID

Package

Page

Payment Amount

Payment Category

Payment Method

Payments In Schedule

Pledge Amount

Pledge Charge Expire Date

Pledge Date

Pledge Gift Date

Pledge Number

Pledge Processed Date

Pledge Status

Premium 1

Premium 1 Expire Date

Premium 1 To Recipient

Premium 2

Premium 2 Expire Date


Premium 3


Premium 4

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Premium 5


Premium 6

Premium Sent Date

Premium 6 To Recip

Primary Name ID

Process ID

Processed Flag

Program

Program Interest

Project

Purpose

Recipient Account ID

Recipient Address ID

Recipient Alternate Account ID

Recipient Apartment Number

Recipient City

Recipient Country

Recipient Extra Line

Recipient First Name

Recipient First Name 2

Recipient Free Address

Recipient Last Name

Recipient Last Name 2

Recipient Middle Name

Recipient Middle Name 2

Recipient Name ID 1

Recipient Name ID 2

Recipient State

Recipient Street Name

Recipient Street Number

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Recipient Suffix

Recipient Suffix 2

Recipient Telephone Extension

Recipient Telephone Extension 2

Recipient Telephone ID

Recipient Telephone ID 2

Recipient Telephone Number

Recipient Telephone Number 2

Recipient Telephone Type

Recipient Telephone Type 2

Recipient Title

Recipient Title 2

Recipient Zip Code

Recipient Zip Extension

Record Type

Reinstate Date

Relationship Type

Renewal Recipient

Response Category 1

Response Category 2

Response Date 1

Response Date 2

Response Type 1

Response Type 2

Salutation Code

Salutation Line 1

Salutation Line 2

Salutation Line 3

Salutation Name ID

Schedule Start Date

Soft Credit Account ID

Soft Credit Alternate Account ID

Soft Credit Type

Team Approach 5.0.1


Solicitor

Source

Special Handling

Staff

State

Station Support

Street Name

Street Number

Summary

Suffix 1

Suffix 2

Suspend Benefit Code

Target Batch Pieces

Target Payment Amount

Target Payment Number

Target Pledge Amount

Target Pledge Number

Technique

Telemarketing Firm 1

Telemarketing Firm 2

Telephone Change Flag

Telephone Extension 1



Telephone ID

Telephone ID 2

Telephone ID 3

Telephone Number 1

Telephone Number 2

Telephone Number 3

Telephone Type 1

Telephone Type 2

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Telephone Type 3

Termination Code

Test Cell

Test Code

Title 1

Title 2

Total Amount

Total Count

Total Payment Amount

Total Pledge Amount

Transaction Code

Transaction Name ID

Transaction Type

Upload Status

Zip Code

Zip Extension

Additionally, the following fields from the Acquired Classifications table can be uploaded with any Batch Upload vendor.

Classification Code

Classification Value

Classification Start Date

Classification End Date

Benefit Delivery Upload

The Benefit Delivery Upload enables your organization to track the date a benefit is actually delivered by your fulfillment house. The upload can also track backorder and returned information for a benefit.

The basic process for tracking benefit awarding and delivery in TA is as follows:

1. A benefit is awarded to a donor when the donor makes a pledge or gives a gift.

2. The awarded benefit is marked OK to Deliver when the donor pays the pledge (or a portion of it) or makes an outright gift (in which case the awarding of the benefit and the marking OK to Deliver happen at the same time).

3. Your organization runs a query to select benefits that are marked OK to Deliver. The query produces a file that you send to the benefit fulfillment house. At the same time, TA updates the Last Date Benefit Sent (through an update procedure) for the awarded benefit record for each donor selected. This field actually represents the date that the benefit record was pulled for delivery, not the date it was actually delivered.

Team Approach 5.0.1


4. The fulfillment house delivers the benefits to the recipients, keeping track of which benefits were backordered due to insufficient inventory.

The Benefit Delivery Upload completes the benefit delivery tracking process by automatically updating delivery, backorder, and returned information for each awarded benefit record with data obtained from the fulfillment house.

See Also: Functionality (Benefit Delivery Upload)

Parameters (Benefit Delivery Upload)

Reports (Benefit Delivery Upload)

Available Fields (Benefit Delivery Upload)

Functionality (Benefit Delivery Upload)

The Benefit Delivery Upload can update the following fields on each awarded benefit:

Date Delivered

Date Backordered

Date Returned

Mail Class Actual (which stores the actual shipping method used, while the Mail Class field stores the desired shipping method prior to delivery)

Tracking ID (shipping tracking number)

Valid Mail Class codes should be provided by your organization to the vendor, e.g., "1" for 1st Class Mail. The uploaded mail class codes should correspond to the values in the Mail Class Code table in TA.

Error Check

The Benefit Delivery Upload checks that a record exists in the Transaction Benefits table corresponding to the Account ID, Gift Date, Gift Sequence, Adjustment Sequence, and Benefit Sequence on the uploaded record (i.e., the transaction benefit to be updated exists).

Parameters (Benefit Delivery Upload)

You set the following parameters when you schedule or submit the Benefit Delivery Upload.






Reports (Benefit Delivery Upload)

The following reports run with the Benefit Delivery Upload.

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Report Description

Benefit Delivery Upload Lists each awarded benefit record updated by the upload and the total number of benefits delivered, backordered, returned, and cancelled.

Benefit Delivery Upload Error

Displays any Oracle errors incurred by the upload.

Available Fields (Benefit Delivery Upload)

The following is the superset of fields that can be used with any Benefit Delivery Upload vendor code, i.e., these are the fields in the Benefit Delivery Upload Data table.

Account ID

Benefit Delivery Gift Date

Cancelled Date

Gift Sequence

Adjustment Sequence

Benefit Sequence

Benefit Delivery Date Delivered

Benefit Delivery Date Backordered

Benefit Delivery Date Returned

Benefit Delivery Status

Mail Class Actual

Tracking ID

Change of Address Upload

The Change of Address Upload enables your organization to update the addresses of accounts with address changes provided by NCOA (National Change of Address) and ACS (Address Correction Service), which are service companies certified and licensed by the United States Postal Service (USPS). The Change of Address Upload updates each address in one of the following ways:

Change of address

Change of address with no forwarding address

ZIP Code change

Postal address standardization

An added feature of the Change of Address Upload is that it automatically converts data that your vendor sends in all capital letters to the appropriate mixed case in the fields in TA.

Note: The Change of Address Upload was formerly called the NCOA Upload.

Team Approach 5.0.1


See Also: Functionality (Change of Address Upload)

Parameters (Change of Address Upload)

System Preferences (Change of Address Upload)

Vendor Flags (Change of Address Upload)

Reports (Change of Address Upload)

Available Fields (Change of Address Upload)

Functionality (Change of Address Upload)

Using the Change of Address Upload is essentially a three-part process:

1. Your organization selects a group of addresses to be updated and sends those addresses to the NCOA or ACS vendor.

2. The NCOA or ACS vendor returns the address changes to your organization, and your organization uploads the data file into TA to update the addresses accordingly.

3. One of four types of address changes is made to each uploaded address, as specified by your vendor.

See Also: Selecting Addresses for Your Change of Address Vendor

Fields that Can Be Uploaded (Change of Address Upload)

Types of Address Updates (Change of Address Upload)

Selecting Addresses for Your Change of Address Vendor

Your organization can use TA’s query and output functionality to select a group of addresses that your NCOA or ACS vendor should scan to determine change of address information. You will need to create a user-defined output using the User-defined Output Entry screen to identify the fields you want to output for records selected by the query. When the user-defined output runs with a query that selects the records for which you want the data, TA creates the output file on your database server, pulls the data based on the user-defined output, and writes the data into the output file.

The data and format required may vary by vendor, but the following fields should be pulled for each address:

Account ID

Address ID

Address Line

Extra Line 1

Extra Line 2

City

State

ZIP Code

ZIP Extension

You should consult with your vendor to determine if additional information is needed.

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ACS Keyline Calculated Field

TA includes an ACS Keyline calculated field that can be output as a tracking number for each address that your organization includes in the file sent to ACS. The keyline generated for each address record by the ACS Keyline calculated field is made up of the Account ID, Address ID and a Check Digit determined by the calculated field.

The ACS Keyline calculated field calculates the Check Digit as follows:

1. The digits in the Account ID and Address ID are weighted so that the numbers in the odd positions (1, 3, 5, etc.) are multiplied by two, but the numbers in the even positions are not.

2. The digits in the weighted value are added together so that there is one digit in each position.

3. The digits from each position are added together. The right most digit in this sum is subtracted from 10.

4. The result from step 3 is appended to the end of the ACS Keyline field (Account ID||Address ID||Check Digit.

Fields that Can Be Uploaded (Change of Address Upload)

The fields listed below can be uploaded for an address. The fields with asterisks are required. Address ID is required only if the vendor flag "Default Preferred Address" is not set to "Y" (which indicates that the account's preferred address should be updated when no Address ID is provided). Note that County, Congressional District, Satellite Access, and Cable Access are defaulted from the uploaded ZIP Code. If your organization has a license to use the Political Registry Module, TA updates the congressional district information based on the ZIP Code and ZIP Code extension combination.

Record Type*

Move Type

Account ID*

Address ID*

Address Line*

Extra Line 1

City*

State*

ZIP Code*

ZIP Extension

Carrier Route

Move Date

NCOA Address Type (corresponds to the Address Type field in TA)

ACS Address Type (e.g., used for updating P.O Box, Rural Route, and foreign addresses)

ACS Nixie Code

PO Address Line

PO Last Line

Team Approach 5.0.1


Types of Address Updates (Change of Address Upload)

The Change of Address Upload updates each address in one of the following ways:

Change of address, which updates the original record with the new address information and archives the original address, setting the status of the old address to "O" for old.

Change of address with no forwarding address, which sets the status of the existing address to "U" for undeliverable.

ZIP Code change, which updates the original address with the new ZIP Code and archives the original address, setting the status of the old address to "O" for old.

Note: Your organization can choose not to archive old addresses for ZIP Code changes. See the section, "System Preferences (Change of Address Upload)."

Postal address standardization, which updates the PO Address Line and/or PO Last Line on an address with the standardized PO Address Line and/or PO Last Line provided by the vendor.

The following fields are defaulted from the uploaded ZIP Code: County, Congressional District, Satellite Access, and Cable Access.

See Also: Tracking Move Dates with the Change of Address Upload

Capturing Nixie Code on an Old Address

Address Parsing for the Change of Address Upload

Tracking Move Dates with the Change of Address Upload

When TA uploads the move date for an address, TA uses the Seasonal Address fields on both the archived and new addresses to capture this information. That is, the move date defaults to the To field on the old address and the From field on the new address.

Capturing Nixie Code on an Old Address

ACS Nixie Codes indicate why an address is invalid and can be tracked on the old address in TA. When the ACS Nixie code is uploaded for an address, TA sets the ACS Nixie Code field on the Address Entry screen.

Address Parsing for the Change of Address Upload

The Change of Address Upload includes special processing for the following types of addresses if your organization uses the ACS vendor for change of address information:

Address Type Processing

P (P.O. Box) Information is uploaded into the Street Name field (e.g., PO Box 52).

R (Rural Route) Information is uploaded into the Street Name field (e.g., RR 52).

H (Highway Contract Route) Information is uploaded into the Street Name field (e.g., HC 52).

X (Rural Route with Box Number)

Information is uploaded into the Street Name field (e.g., RR 10 Box 52).

V (Highway Contract Route Information is uploaded into the Street Name

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Address Type Processing

with Box Number) field (e.g., HC 10 Box 52).

F (Foreign) Foreign street address information is uploaded into Address Extra Line 1 and City, State, and ZIP Code information is uploaded into Address Extra Line 2.

Parameters (Change of Address Upload)

The Change of Address Upload includes the following parameters.






System Preferences (Change of Address Upload)

The following system preferences affect the Change of Address Upload. You can set these preferences using the System Preference Administration screen.


Archive ZIP Updates of Addresses

Only archives the original address for ZIP Code address changes if set to "Y."

Note: TA disregards this system preference if the Current Activities with Pending Address Updates system preference contains a current activity that applies to the account.

Current Activities with Pending Address Updates

Indicates that addresses for accounts with a specific current activity should be uploaded with a pending status, rather than an active status.

Delete Old Address in Change of Address Upload

Indicates that address archives should be given a status of "D" for delete instead of "O" for old.

Vendor Flags (Change of Address Upload)

The vendor flag "Default Preferred Address" determines how the Change of Address Upload handles uploaded addresses that are missing an Address ID. If this vendor flag is set to "Y," the uploaded record updates the preferred address for the account. If the vendor flag is set to "N," an uploaded record without an Address ID would appear on the Change of Address Upload Error Report.

Team Approach 5.0.1


Reports (Change of Address Upload)

The following reports run with the Change of Address Upload.

The Change of Address Upload Report

The Change of Address Upload report includes the following information:

The Upload Process ID

The total number of records uploaded

The total number of updated addresses

The total number of records uploaded, by type

The total number of uploaded records by type is indicated as follows:

N -- The process updated the original record with the new address information and archived the old address.

Z -- The process updated the original record with a new ZIP Code and archived the old address.

X -- The process marked the old address as undeliverable, but did not update the address with new information because the new address was not provided.

The Change of Address Upload Error Report

The Change of Address Upload Error report indicates system errors that interfere with the upload. Additionally, for each record that receives a data error such as not having an Address ID, the report includes the following information.

Account ID.

Address ID. The Address ID is the unique number that identifies each address for an account.

Record type. The record type is the code that indicates the type of update that the upload is making to an address (i.e., "N" for a new address, "Z" for a new ZIP Code, and "X" for an address that has changed but for which no new information is available).

Move type. The move type is indicated by one of three codes: "R" for individual, "S" for firm, or "T" for family.

Address lines, City, State, ZIP Code, and ZIP extension for the uploaded record.

The description of the error the record received.

In addition, the report indicates the total number of records in error and the total number of errors.

Available Fields (Change of Address Upload)

The following is the superset of fields that can be used with any Change of Address Upload vendor code, i.e., these are the fields in the NCOA Upload Data table.

Note: While the table name is NCOA Upload Data, the Change of Address Upload handles the ACS vendor, too.

Record Type

Move Type

Account ID

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Address ID

COA Address Line

Aux Add Line 1

Aux Add Line 2

City

State

ZIP Code

ZIP Extension

DPBC

Carrier Route

Move Date

COA Address Type

Nixie Codes

Extra Line 1

ACS Nixie Code

ACS Address Type

Address Type

PO Address Line

PO Last Line

Charge Upload

The Charge Upload is used to upload payment information against pledges that have been processed by the appropriate bank (i.e., pledges pulled by the Charge Download). The Charge Upload can take in three bank approval statuses for payments: approved, rejected/do not retry, and rejected/retry. Batch detail records are created for each uploaded record, regardless of the bank approval status.

The Charge Upload recognizes hard rejections and creates an adjustment batch detail record that will change the pledge to a check payment method and creates an interaction record which can be used to generate letters to those donors. The upload also recognizes soft rejections and marks them as such so that they could be downloaded again within a specified number of days, up to a specified number of times.

Note: Charge Upload also works in conjunction with Charge Download to process credit card refunds, if your organization uses a charge vendor that handles refunds. See "Credit Card Refunds with the Charge Download" for more information.

See Also: Functionality (Charge Upload)

Parameters (Charge Upload)

System Preferences (Charge Upload)

Reports (Charge Upload)

Available Fields (Charge Upload)

Team Approach 5.0.1


Functionality (Charge Upload)

When the Charge Upload runs, TA resets the bank approval status for each charge pledge based on the bank’s action for the pledge. (This is indicated in the Bank Approval Status field on the batch item created, which will update the pledge once processed.)

If the bank approved the credit card, TA sets the bank approval status to approved.

If the bank has soft or hard rejected the credit card, TA checks the bank rejection count for the pledge.

If the number of rejections is less than the value for the Maximum Number of Charge Rejections system preference and the bank returned a soft rejection, TA sets the bank approval status to "reject/retry" for the credit card pledge.

If the number of rejections is equal to the value for the Maximum Number of Charge Rejections system preference or the bank returned a hard rejection, TA sets the bank approval status to "reject/no retry" for the credit card pledge and creates a batch detail record that will adjust the payment method on the pledge to check to enable your organization to include the pledge in the next set of pledge bills you send.

TA creates batch detail records as follows:

For pledges receiving a rejected authorization (i.e., the bank approval status is "reject/no retry"), the upload creates an adjustment with the adjustment code "RC" for record correction and changes the payment method on the pledge to "CK" for check. The upload also creates an interaction to indicate that the adjustment was made because of a charge card rejection (interaction category is "MS," interaction type is "CCREJECT," and response category is "CSLET" and technique is "GP").

For pledges receiving a bank approval status of "reject/retry," the upload creates an adjustment that increments the bank rejection count field on the original pledge. The Charge Card Retry Delay system preference determines the minimum number of days TA should wait before downloading a pledge again that received a "reject/retry" bank approval status.

For pledges receiving a bank approval status of approved, the upload creates a pledge payment for the pledge.

Parameters (Charge Upload)

The Charge Upload includes the following parameters.



Sort reports by card type?

This parameter determines whether there will be a card type break group within batches in the Charge Upload Summary report, or across batches in the Charge Upload Detail report.


Payment Source Set this parameter to determine the source on charge payments generated by the upload program, so that the source may be different from the source on the pledge. If no value is specified, the pledge's source is used. Other marketing code values on the pledge

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payment are set based on this source code, and the debit account and credit account is recalculated (as it currently is). Affiliation is recalculated only if this parameter is specified, otherwise, the affiliation from the pledge continues to be used.


Printer Set to a specific printer if you do not want the upload reports to go to the default printer.


System Preferences (Charge Upload)

The following system preferences affect the Charge Upload. You can set these preferences using the System Preference Administration screen.



Indicates the maximum number of payments to include in a batch.

Maximum Number of Charge Rejections

Indicates when TA should treat a soft rejection as a hard rejection. When the maximum number of rejections has already occurred for a pledge, any further soft rejection is treated as a hard rejection.

Reports (Charge Upload)

The following reports run with the Charge Upload.

Report Description

Charge Upload Detail Report

Displays each batch detail record created by the upload, any errors for the batch detail record and the following totals for each batch created by the upload: total number of pledges accepted and total accepted payment amount; total number of pledges rejected and total payment rejected amount; total overall number and amount.

Charge Upload Summary Report

For each batch created by the upload, the report displays the following information: number of payments approved and the total payment amount approved; number of payments rejected and the total payment amount rejected; the total number of payments uploaded and the total payment amount uploaded (for both approved and rejected payments); and the total number of errors. Within each batch, the report breaks out the totals listed above by charge card type if the Sort reports by card type? parameter is set to yes.

Charge Upload Error Report

Displays any Oracle errors encountered by the upload.

Charge Upload Refund Runs if your organization uses the Charge Download

Team Approach 5.0.1


Report Description

Report to issue credit card refunds directly to donors' credit

cards, and your upload file includes information about the charge refunds. Displays Account ID, name, address, pledge number, refund amount, payment method, bank approval code, and bank approval status.

Available Fields (Charge Upload)

The following is the superset of fields that can be used with any Charge Upload vendor code, i.e., these are the fields in the Charge Upload Data table.

Transaction Code

Charge Card Number

Bank Approval Code (required)

Payment Amount (required)

Account ID

Pledge Number (required)

Gift Kind

Bank Approval Status

Error Code

Charge Transaction Date

Authorization Message

Classification Upload

The Classification Upload takes in an Account ID, classification code, classification value, start date, end date, and comments and creates or updates classification records as necessary.

The Classification Upload places the imported data in the Classification Upload Data table. The upload first verifies that the number of detail records uploaded equals the Total Count on the trailer record or the procedure ends in error.

TA runs the following checks on each detail record before updating a classification record in the Classifications table:

The Account ID is valid (if the account has been merged with another account, the upload changes the Account ID to that of the retained account).

The classification code is valid (in the Classification Code table).

The classification value is valid (in the Classification Value table with the classification code specified).

The status is valid.

If a check fails, TA sets the status of that record to "E" and the record, along with its associated errors, appears on the Classification Upload Errors report.

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If an uploaded record meets all the checks above, TA determines whether the classification already exists for the account.

If the classification exists for the account, TA updates the record with the uploaded end date, status, and comments. TA does not update the Comments field on the classification record if the Comments field from the uploaded record is null (i.e., TA does not overwrite existing comments with null comments).

If the classification doesn’t already exist, TA creates a new classification for the account.

Note: If the Start Date field for the uploaded record is null, TA assigns the current date (i.e., the date of the upload) as the start date for the classification. If the classification already exists for the account with a start date, TA does not overwrite the Start Date field with the value from the uploaded record. However, if the classification already exists for the account, TA does overwrite the end date with the value from the uploaded record, unless the value on the uploaded record is null.

Account-level Restriction for Classifications

TA enables you to specify that a classification is restricted to the account level (it cannot be assigned to a specific name within the account). If an uploaded classification record has a specific name specified but the classification is restricted to the account level, the procedure reassigns the classification to the account as a whole.

See Also: Parameters (Classification Upload)

Reports (Classification Upload)

Available Fields (Classification Upload)

Parameters (Classification Upload)

The Classification Upload includes the following parameters.






Reports (Classification Upload)

The following reports run with the Classification Upload.

Report Description

Classification Upload Report Displays the total number of classifications created, total number updated, and the total number of records uploaded.

Classification Upload Error Report

Displays any Oracle errors encountered in the upload. Also displays records in the Classification Upload Errors table: Account ID, Classification Code, Classification Value, Start

Team Approach 5.0.1


Report Description

Date, End Date, Status, Comments, and Error. Displays total number of classifications with errors, and the total number of errors.

Available Fields (Classification Upload)

The following is the superset of fields that can be used with any Classification Upload vendor code, i.e., these are the fields in the Classification Upload Data table.

Account ID

Classification Code

Classification Value

Classification Start Date

Classification End Date

Status

Comments

Name ID

Legislative District Upload

Note: Only those organizations licensed to use the Political Registry module are licensed to use this upload and the corresponding update procedure.

Use the data from this upload to create legislative district codes (including an upper and lower house representative for each state district) and to have TA map the district information to ZIP and ZIP Code extensions. This upload permits you to import congressional district information for the entire US, or for any portion (for example, ZIP code ranges). The information is imported into the ZIP Congressional District table. If a congressional district does not already exist, the upload creates a congressional district code. (This can be viewed on the Congressional District Code Entry screen. The ZIP Code Entry screen also contains State Lower and State Upper to the Congressional District multi-row block as updateable fields. Note however, users are not able to create new records in this block. All records are created through the Congressional District Upload program.).

Summary of Steps to Using the Political Registry module

1. Run the Legislative District Upload to create the codes and map the ZIP Codes in TA according to the new districts.

2. Run the Update Legislative District procedure for the state(s) to apply the district information to the existing address records in TA. After you run this, the Address Entry screen (Census tab) is updated with the Legislative District information (Federal, State Lower and State Upper).

3. You must manually enter the names of representatives in TA using the Legislative District Code Entry screen. Use this screen to set the U.S. Representative for each district.

You can query, output, and report on the names of the Representatives (Upper and Lower, and Federal) for an account, based on the account's address by using an Addresses-level query or output. You can use this information to write letters to your donors asking them to write their senators about a particular issue your organization does or does not support. In the letter, you can include the activist's Representatives and Senators.

These are the fields that pertain to this module that you can query and output: State Lower District, State Upper District, Representative (U.S. Congress), Representative (U.S. State Lower), Representative (U.S. State Upper), and Congressional District.

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See Also: Parameters (Legislative District Upload)

Available Fields (Legislative District Upload)

Parameters (Legislative District Upload)

This upload includes the following parameters.



Replace All Data? If you set this parameter to "Yes", the upload first deletes any existing ZIP-to-congressional district mapping information, and then loads the contents of the upload file.

If you set it to "No", the upload determines which states are represented in the upload file, delete any existing ZIP-to-congressional district mapping information for each of those states, and then load the contents of the upload file.

Available Fields (Legislative District Upload)

The following are the fields that can be used with the CDC Congressional Data Upload vendor code.

ZIP Code

ZIP Extension Range Start

ZIP Extension Range End

Congressional District, including the two-character state abbreviation (such as MA for Massachusetts)

Count Extensions, a count of the number of extensions included in this upload file

State Upper and State Lower

Duplicate Merge Upload

TA includes a Duplicate Detection Procedure, which scans your organization’s database to identify possible duplicate accounts. The duplicates are loaded into the Duplicate Merge table, where your organization can analyze the potential duplicates using the Merge Duplicate Accounts screen or the Merge Accounts report.

If your organization uses an outside mail house vendor to identify possible duplicates, however, it can use the Duplicate Merge Upload to upload duplicate account numbers into the Duplicate Merge table, which can then be evaluated by TA’s Duplicate Detection procedure. Using this procedure, TA assigns a score to the possible duplicates, which then determines the status of the merge record (i.e., "RE" for review for exact duplicate; "RP" for review for possible duplicate; or "N" for no merge).

Team Approach 5.0.1


Summary of Procedure

Once the records from the upload file are moved into the Duplicate Merge Upload table, TA creates the merge records as follows:

1. The procedure loops through all records in the Duplicate Merge Upload table; if a record already exists in the Duplicate Merge table for the Account IDs in the upload record, the record in the Duplicate Merge Upload table is ignored. If a pair of accounts is included in more than one upload record, the upload only processes the first record for the pair of accounts.

2. Each uploaded record must be scored to determine whether the accounts are duplicates.

If the uploaded record does not have a match score, the procedure compares every name, address, and telephone number from the first account with those records on the second account and calculates the match score.

If the uploaded record does have a score from the vendor, TA calculates a relative score to assess whether the accounts in the uploaded record are duplicates (See "Setting the Maximum Match Score for the Vendor").

3. Once the score is determined, it is compared to the Cutoff Score for Partial Matches and Cutoff Score for Exact Matches system preferences to determine the status of the merge record.

If the score is greater than the Cutoff Score for Exact Matches system preference, the merge record for the pair is assigned a status of "RE" (exact duplicate).

If the score is below the Cutoff Score for Exact Matches system preference, but above the Cutoff Score for Partial Matches system preference, the merge record for the pair is assigned a status of "RP" (partial duplicate).

If the score is below the Cutoff Score for Partial Matches system preference, the merge record for the pair is assigned a status of "N" for no merge.

See Also: Setting the Maximum Match Score for the Vendor

Parameters (Duplicate Merge Upload)

Reports (Duplicate Merge Upload)

Available Fields (Duplicate Merge Upload)

Setting the Maximum Match Score for the Vendor

Your organization can set the Maximum Match Score field on the Vendor Code Entry screen for vendors that include a match score with the upload, to standardize the vendor's scoring to TA scoring.

If an upload record in the data file includes a match score from the vendor, the procedure calculates a TA match score by dividing the score on the upload record by the maximum match score for the vendor, and multiplying the result by "100."

Parameters (Duplicate Merge Upload)

You set the following parameters when you schedule or submit the Duplicate Merge Upload.


Vendor Code The three-character code indicating which upload format to use. Currently, only the vendor code "DMU" is set up for this upload.


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Reports (Duplicate Merge Upload)

The Duplicate Merge Upload report runs with the Duplicate Merge Upload. The report includes the following information:

The upload Process ID

The number of records uploaded

The number of merge records inserted into the Duplicate Merges table

The number of uploaded records rejected (i.e., records not inserted into the Duplicate Merges table)

Available Fields (Duplicate Merge Upload)

The following is the superset of fields that can be used with any Duplicate Merge Upload vendor code, i.e., these are the fields in the Duplicate Merge Upload Data table.

Account ID

Duplicate Account ID

Score

Fund Upload

The Fund Upload enables your organization to create or update funds in the TA fund table. Unlike most TA uploads,

the Fund Upload uploads data from an Oracle table rather than from a text file. TA references the Temporary Fund

Table preference when the Fund Upload runs, to determine the Oracle table from which to load the data.

Functionality (Fund Upload)

TA references the Temporary Fund Table system preference when the Fund Upload runs, to determine the Oracle table from which to load the fund information. The upload can insert new fund records into TA or update existing ones. The Action flag in the Temporary Fund table determines whether the record should be inserted or updated. By default, new funds are inserted into the Fund table with a fund type of "U" for unrestricted. Fields updated by the procedure include Fund Description, Description, Fund Group, and Status. The fund type is not changed for funds updated by the upload.

Parameters (Fund Upload)

There are no parameters for the Fund Upload.

Reports (Fund Upload)

The Fund Upload Error Report automatically runs with the Fund Upload to list any data errors that the procedure encounters. Errors include trying to update a non-existent fund, trying to insert an existing record, and the Action flag being null.

Team Approach 5.0.1


Gift Upload

The Gift Upload takes in transaction information from an outside vendor to create batches of gifts and pledge payments.

Note: The Batch Upload has all the functionality of Gift Upload and more. If your organization's vendor layout exactly matches one of TSI's vendor layouts for the Gift Upload, you may choose to use the Gift Upload. Otherwise, TSI recommends that you use the Batch Upload to take advantage of the additional functionality.

See Also: Functionality (Gift Upload)

Parameters (Gift Upload)

Vendor Flags (Gift Upload)

Vendor Settings (Gift Upload)

System Preferences (Gift Upload)

Reports (Gift Upload)

Available Fields (Gift Upload)

Functionality (Gift Upload)

The Gift Upload first checks that the total amounts from the detail records reconcile to the amounts from the batch trailer and file trailer records if the "Reconcile Batch/File Totals" vendor flag is set to "Y." If the totals do not reconcile, the upload is aborted, and an error appears on the Gift Upload Error report.

The Gift Upload creates batches of transactions using the following process.

Gift date is set for the transaction. The gift date is set first from the upload record, then the batch header record, then the batch trailer record, and finally from the file header record. That is, if the gift date for a payment is on the upload record, that gift date is used. If gift date is not uploaded with the payment, the procedure looks at the gift date on the batch header record, the batch trailer record, and finally the file header record.

Batch number and sequence is set as follows:

If the Gift Upload vendor batches items (the OCR Batch Number and OCR Doc Number is set on the upload records), then payments with the same OCR Batch Number are put into the same TA batch. TA assigns a TA batch number and batch sequence to the payments, and the OCR Batch Number and OCR Doc Number are stored on the batch items in the Acquired Batch Number and Acquired Batch Sequence fields.

If the Gift Upload vendor does not batch items, then TA creates batches according to the Maximum Batch Size for Default system preference (e.g., if 100 items are uploaded, and the system preference is set to "50," TA creates two batches).

The Account ID is set for the transaction. If an Account ID is on the uploaded record, TA uses that Account ID (after checking whether the account was merged). If an Account ID is not on the uploaded record, but a pledge number is, TA uses the Account ID on the original pledge record.

Affiliation (or, station support) is set using the Set Transaction Level Affiliation system preference (i.e., based on source code or ZIP Code).

General Ledger Debit Account is set. If the vendor code has a debit account specified, this debit account is set on every batch item. Otherwise, the debit account is determined based on payment method, transaction type, and fund.

If a pledge number is on the uploaded record, the transaction is designated a pledge payment ("PP") and the name and source code information is pulled from the pledge.

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If the payment method is null on the uploaded record, then the payment method specified on the vendor code is used. If the payment method is not specified on the vendor code and it is null on the uploaded record, then it is set to "CH" if a credit card number and expiration date are included on the uploaded record; otherwise payment method is set to "CK" for check.

The source code for each uploaded record is evaluated, and the information from the Source Code table is applied to the gift. If the uploaded source is numeric, it is translated into the equivalent TA alphanumeric source. For pledge payments, source information defaults from the pledge.

If the upload record is a first pledge payment for an installment pledge, the installment schedule start and end dates are set.

Gift type is assigned to the transaction according to the gift type rules (if the Account ID, source, and activity are not null).

Address ID is set for the transaction. The address is set to the preferred address for the name associated with the transaction, or the preferred address for the account if Name ID is not on the uploaded record.

A message is entered in the Comments field of the batch detail record and on the Gift Upload Detail Report if:

the upload record is a gift and the account has an open pledge;

the upload record is a pledge payment and the pledge is fulfilled;

the upload record is a pledge payment and the Account ID is different from that on the original pledge; or

the upload record is a pledge payment and the payment method is different from that on the original pledge.

Soft credit, matching gift, and notification information is pulled from the pledge, if the upload record is a pledge payment.

If the uploaded record is a gift, the procedure checks to see if a soft credit relationship is set up between the uploaded account and another account so that soft credit can be awarded, if applicable.

If the vendor's batch number (OCR Batch Number) identifies the batch as one requiring manual attention (a dirty batch), the items appear in error on the Batch Detail Entry screen. These errors are "soft errors" that disappear when the items are reevaluated for errors. (The procedure checks the Batch Prefix field for the vendor on the Vendor Code Entry screen to identify an OCR Batch Number as a dirty batch.)

Benefits are assigned in the same way as with a manual batch. Premiums that are on the uploaded record are also awarded.

Total number of records uploaded is compared to the total count specified on the header or file trailer. If the counts do not match, an error is created and displayed on the Gift Upload Error Report.

Parameters (Gift Upload)

You can set the following parameters when you schedule or submit the Gift Upload.




Output Destination Destination for the upload reports, i.e., PRINTER,

Team Approach 5.0.1



FILE.



Vendor Flags (Gift Upload)

The vendor flag "Reconcile Batch/File Totals" checks that total amounts from the detail records reconcile to amounts from batch trailer and file trailer records. If not, the upload is aborted and an error is displayed on the Gift Upload Error Report.

Vendor Settings (Gift Upload)

The following vendor settings are user configurable on the Vendor Code Entry screen.


Batch Prefix Format mask that identifies batches needing manual attention. These batches are flagged on the Batch Upload Detail Report.

Debit Account Debit account (deposit location) to assign to each transaction.

Payment Method Payment method that should default for each transaction, if not included in the upload record.

System Preferences (Gift Upload)

The following system preferences affect the Gift Upload. You can set these preferences using the System Preference Administration screen. Note that some of these preferences may be used in other areas of TA.



Number of detail records to be put in a batch.


Prefix to identify pre-TA source codes, so that these codes can be validated even if the vendor does not supply the prefix.


Indicates whether benefit expiration dates should be the first or last of the month.

Upload Path Directory from which upload files are read, and under which process-specific archive directories are created.

Reports (Gift Upload)

The following reports run with the Gift Upload:

Report Description

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Gift Upload Detail Report

Displays detail information for each batch created by the upload; includes payment amount, pledge number (if detail item is a pledge payment), transaction type, Account ID, name and address, account type, source code, gift kind, gift type, benefits assigned, and errors. Calculates the total payment amount and total number of items for each batch and for all batches created by the upload.

Gift Upload Summary Report

Displays payment amount totals for each batch, totals for each acquired batch, and totals by transaction type and gift kind.

Gift Upload Error Report Displays Oracle errors incurred by the upload, and includes the batch number, batch sequence, and Account ID for each error.

Available Fields (Gift Upload)

The following is the superset of fields that can be used with any Gift Upload vendor code, i.e., these are the fields in the OCR Upload Data table.

Account ID

Name ID

OCR Batch Number

Batch Sequence

Payment Amount

Pledge Number

Status

Number Source

OCR Doc Number

Payment Method

Premium 1

Premium 2

Premium 3

Premium 4

Premium 5

Premium 6

Source

Charge Card Number

OCR Charge Expire Date

OCR Gift Date

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Record Type

Activity Type

Target Payment Number

Total Count

Total Amount

Target Payment Amount

Program Code

OCR File Date

OCR Deposit Date

Interaction Upload

The Interaction Upload creates new interactions or updates existing interactions for existing accounts. For example, your organization can use the Interaction Upload to create interactions for accounts solicited by a telemarketing vendor. This upload first verifies that the number of detail records uploaded equals the total count on the file trailer record; if it does not, the procedure ends in error.

The Interaction Upload can take in the following interaction fields:

*Note: The fields listed with asterisk are required to create a new interaction. If a required field is missing or invalid or if any of the other uploaded fields have invalid codes, the interaction is not created, and the record and its error appears on the Interaction Upload Error report. If a field is not included in the upload record, the procedure can set the field based on the default value set up for the interaction type.

Account ID*

Comments

Interaction Category*

Interaction Date*

Interaction Type*

Offer Amount

Response Category

Response Type

Source

Source Analysis Code

Summary

Technique

Updating Existing Interactions

This upload can be used to update existing interactions. The upload uses records with a "U" record type to indicate an update. (The "D" record type indicates an insert.) To run the procedure to update records, you must set the "Source of Interactions to Update" parameter to the source code associated with the interactions to update. TA overwrites the fields with the new non-null uploaded information. If no records are found to update for an account, TA writes an error message to the Interaction Upload Error report.

If the source code is uploaded without a source analysis code, TA uses the source analysis rule on the uploaded source code to generate the source analysis code. If no source analysis rule is associated with the uploaded source code, TA removes the existing source analysis code on the interaction and generates a warning. After all interactions have been updated, the upload updates the solicitation count for existing source analysis codes with their interaction counts, and inserts a record into the Source Analysis table for new source analysis codes generated by the upload, using their interaction counts to fill in the solicitation count.

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Account ID

TA performs the following merge check on the uploaded Account ID.

If the account is a non-merged account (that is; a merge record does not exist for the account), TA uses the Account ID for the account.

If the account was merged with another account, TA uses the Account ID for the merged account.

If the account does not exist in TA, the uploaded record is entered into the Interaction Upload Errors table with the appropriate error.

Source Code and Source Analysis Code

Uploaded records may have a source code and a source analysis code. The Interaction Upload can generate a source analysis code for an interaction if the upload record does not include one. If the vendor flag "Generate Source Analysis Code" is set to "Y" and a valid source code is on an uploaded record, a source analysis code is generated based on the source analysis rule and activity type of the source code.

The procedure updates the solicitation count for the source code and source analysis code if the vendor flag "Update Source" is set to "Y."

See Also: Parameters (Interaction Upload)

Vendor Flags (Interaction Upload)

Reports (Interaction Upload)

Available Fields (Interaction Upload)

Parameters (Interaction Upload)

The Interaction Upload procedure includes the following parameters.



Display Only Totals in Report?

Set this parameter to "Y" if you want to run a simplified version of the Interaction Upload Report, in order to improve processing time. The simplified version of the report includes only the total number of interactions uploaded and rejected.

Source of Interactions to Update

Set this parameter to the source code associated with the interactions to be updated, if this upload is being run to update interactions. Leave this parameter blank if you are not updating interactions.




Team Approach 5.0.1


Vendor Flags (Interaction Upload)

The following is a summary of the flags available for each Interaction Upload vendor code. The description refers to the functionality when the flag is set (to "Y" or not null). Contact TSI to set these flags.

Vendor Flag Description

Generate SAC Indicates that a source analysis code should be generated for interactions uploaded without a source analysis code.

Update Source Indicates that the number of solicitations should be updated for the source code and source analysis code.

Reports (Interaction Upload)

The following reports run with the Interaction Upload procedure.

Report Description

Interaction Upload Report Prints the number of interactions created by the upload for each of the following characteristics: interaction category, interaction type, response category, response type, and technique. Also prints the total number of interactions created, date inserted, and the file trailer count. In addition, displays the total count for interactions updated. If multiple records were updated for an account, TA indicates this in a comment.

If the Display Only Totals in Report? parameter is set to "Y," TA does not include counts based on the characteristics listed above. Running this simplified version of the report reduces the processing time for the upload.

Interaction Upload Error Report

Displays Oracle errors encountered in the upload. Also displays records in the Interaction Upload Errors table for each item uploaded (which can include errors and warnings). Each error includes the following information: Account ID, Interaction Date, Interaction Category, Interaction Type, Response Category, Response Type, Source, Technique, Source Analysis Code, Summary, Long Comments, Error (error description from the Interaction Upload Errors table).

See Also: Errors on the Interaction Upload Error Report

Errors on the Interaction Upload Error Report

The following table lists each error or warning that can appear on the Interaction Upload Error report.

Error Error Description

UL027 Technique is invalid.

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UL034 Source analysis code is invalid.

UL035 Contact date is null.

UL036 Contact category is invalid.

UL037 Contact category is null.

UL038 Contact type is invalid.

UL039 Contact type is null.

UL041 Response category is invalid.

UL042 Response type is invalid.

UL043 Account ID is missing or invalid.

UL044 Source is invalid.

UL074 Source does not have a source analysis rule associated with it.

UL075 No interactions found to update.

UL076 More than one interaction has been updated.

Available Fields (Interaction Upload)

The following is the superset of fields that can be used with any Interaction Upload vendor code, i.e., these are the fields in the Interaction Upload Data table.

Account ID

Contact Category (Interaction Category)

Contact Type (Interaction Type)

Interaction Contact Date

Long Comments

Offer Amount

Response Category

Response Type

Source

Source Analysis Code

Summary

Technique

Pledge Upload

The Pledge Upload imports pledge information from an outside vendor and creates batches of pledges within TA using the following process.

If the pledge number for the uploaded record is null, then one is assigned.

If the uploaded payment method is "CH" and a charge card number is uploaded, then payment method is set based on the first digit of the charge card number.

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If neither the payment method nor charge card number is uploaded, then the payment method is set to "CK" for check.

The source code for each uploaded record is evaluated, and the information from the Source Code table is applied to the pledge (e.g., activity, campaign, technique).

Note: The gift date is set to the Break Start Date from the Source Code. If the Break Start Date is not specified, then the uploaded pledge date is used.

TA creates an account or finds an existing account for the pledge.

If the upload record includes an Account ID for an active account, that Account ID is used.

If no Account ID is uploaded, duplicate detection runs to determine if the pledge belongs to an existing account. If duplicate detection finds an exact match, it assigns the pledge to that account. If it finds a potential match, no Account ID is assigned, and the appropriate account information is stored in a holding file for later reconciliation.

If no Account ID is uploaded, and duplicate detection does not find a potential match, a new account is created using the information from the upload record, and the pledge is assigned to that new account.

If the uploaded record includes a discount code, TA creates the equivalent classification if it does not already exist for the account.

Gift type is assigned to the pledge according to the gift type rules.

Benefits are assigned in the same way as with a manual batch. Premiums and club benefits that are on the uploaded record are also awarded.

Batches are formed based on payment category and the batch size specified by system preferences. Batch detail records that have errors are grouped into separate batches.

See Also: Parameters (Pledge Upload)

Vendor Flags (Pledge Upload)

System Preferences (Pledge Upload)

Reports (Pledge Upload)

Available Fields (Pledge Upload)

Parameters (Pledge Upload)

The Pledge Upload includes the following parameters.






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Vendor Flags (Pledge Upload)

The vendor flag "Free Text Address" parses the Free Address field into separate address field components (i.e., Street Number, Street Name, Apartment Number). Contact TSI to set this flag.

System Preferences (Pledge Upload)

The following system preferences affect the Pledge Upload. You can set these preferences using the System Preference Administration screen. Note that some of these preferences may be used in other areas of TA.



Indicates that when a $1.00 pledge is uploaded, TA should create a pledge with a $0 amount and mark it as a hedge. You use this system preference if your organization has its vendor enter a pledge amount of $1.00 when a potential donor agrees to pledge but isn’t sure of the amount.

Default Source Code During Uploads

Indicates the source code to use for any pledge without a source.

If No Gift Kind in Upload Print Message on Report

If the gift kind is null for an uploaded pledge, TA sets the gift kind to "OP" for one-time payment. This system preference indicates whether TA should write an error message for the item on the Pledge Upload Detail report indicating that the gift kind was blank and that TA set the gift kind to "OP."

Length of Old Source Codes

Indicates the length of the source code equivalent in your legacy system to identify source codes in the upload that were created in your legacy system. Once a source code is identified as a legacy source code, i.e., one not created by TA, TA references the Prefix for Converted Source Codes system preference.


Identifies the maximum number of items to include in a batch created by the Pledge Upload.


Indicates the value that should prefix source codes from your legacy system when the source is included in the Pledge Upload. TA validates the source code by ensuring it is stored in the TA source table. If the code is not stored in TA, the pledge is included in the error report run with the Pledge Upload.


Indicates how the upload should set the affiliation (formerly station support) on the pledge (e.g., ZIP Code, source).

Unknown Member Name Special name vendor uses to identify an unknown member in the upload file. If an upload record includes this name, a message appears on the

Team Approach 5.0.1



Pledge Upload Detail Report.


This system preference is specific to organizations that set up pledge break source codes, e.g., for television or radio pledge drives. If set to "Y," TA sets the gift date for each pledge to the break date from the pledge break source code for the gift. If set to "N," TA sets the gift date for the pledge to the date uploaded from the vendor file.

Reports (Pledge Upload)

The following reports are run with the Pledge Upload.

Report Description

Pledge Upload Detail Report

Displays detail information for each batch created by the upload; includes pledge amount, pledge number, Account ID, name and address, account type, source code, gift kind, gift type, benefits assigned and errors. Calculates the total pledge amount and total number of items for each batch and for all batches created by the upload.

Pledge Upload Summary Report

Displays pledge amount totals for each batch.

Pledge Upload Error Report

Displays Oracle errors incurred by the upload and includes the Account ID for each error.

Pledge Upload Duplicate Merge

Runs if there are potential duplicate accounts in the upload. Identifies the batch number and sequence number of the batch item, along with the name, address, and telephone number for the potential duplicate and the uploaded record.

Available Fields (Pledge Upload)

The following is the superset of fields that can be used with any Pledge Upload vendor code, i.e., these are the fields in the Acquired Data table that can be used with Pledge Upload.

Account Category

Account ID

Account Type

Activity

Activity Type

Address ID

Apartment Number

Bank Approval Code

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Batch Number

Batch Sequence

Batch Type

Caller

Campaign

Charge Card Number

City

Classification 1

Classification 2

Classification 3

Club 1

Club 2

Club 3

Company Flag

Credit Account

Debit Account

Discount Code

Effort

Event

Extra Line

First Name 1

First Name 2

Free Address

Frequency

Fund

Fund Type

Gift Kind

Gift Type

Giving Level

Group Type

Hedge

Initiative

Installment Amount

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Interest

Interest 1

Interest 2

Interest 3

Interest 4

Job Title 2

Last Name 1

Last Name 2

List

Match Name

Middle Name 1

Middle Name 2

Name ID

New Account ID

No Exchange

Office

Old Account ID

Package

Page

Payment Amount

Payment Category

Payment Method

Payments In Schedule

Pledge Amount

Pledge Number

Pledge Status

PLG Charge Expire Date

PLG Gift Date

PLG Pledge Date

PLG Processed Date

Premium 1

Premium 2

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Premium 3

Premium 4

Premium 5

Premium 6

Process ID

Processed Flag

Program

Program Interest

Project

Purpose

Salutation Code

Schedule Start Date

Solicitor

Source

Special Handling

Staff

State

Station Support

Street Name

Street Number

Suffix 1

Suffix 2

Technique



Telephone Number 1*

Telephone Number 2*

Telephone Type 1*

Telephone Type 2*

Test Cell

Test Code

Title 1

Title 2

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Transaction Code

Transaction Type

ZIP Code

ZIP Extension

Note: Pledge Upload takes in E-mail addresses using the Telephone Number and Telephone ID fields; if a record is uploaded with an "" sign, TA puts the record in the E-mails table instead of the Telephones table.

Program Upload

The Program Upload is used to upload television or radio program information from an outside vendor. If an uploaded program already exists in TA, the information on the uploaded record always overrides information on the program record in TA.

Note: The Program Upload imports data into several tables in Team Approach® other than the Program table. If an

uploaded program includes a field that is validated against another table in TA, that value must exist when the program is uploaded. For example, if an uploaded program includes program type, the value must exist in the Program Type table.

See Also: Parameters (Program Upload)

Reports (Program Upload)

Available Fields (Program Upload)

Parameters (Program Upload)

You set the following parameters when you schedule or submit the Program Upload.



Inactivate Existing Programs?

Set to Y if you want the Program Upload to change the status of all program codes to inactive before processing the upload data. (Do this if your file includes ALL of your programs.)

Set to N if you do not want to inactivate program code statuses before the data is processed. (Do this if your file includes a subset of all of your programs.)

Inactivate Existing Interests?

Set to Y if you want the Program Upload to change the status of all type 9 interest codes to inactive before processing the upload data.

Set to N if you do not want to inactivate type 9 interest codes.


Printer Printer to which the upload reports should be

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sent.


Reports (Program Upload)

The following reports run with the Program Upload:

Report Description

Program Upload Report Displays detail information for each program uploaded.

Program Upload Error Report

Displays each Oracle error encountered by the upload.

Available Fields (Program Upload)

The following is the superset of fields that can be used with any Program Upload vendor code, i.e., these are the fields in the Program Upload Data table.

Program

Program Description

Episode

Series

Program Type

Program Format

PBS Program Code

Content Description

Program Source

Caption

Stereo

Color

Signed

Subtitled

Program Length

Program Subject

Program Feature Group

Program Function

Record Type

Team Approach 5.0.1


Total Count

Status

Query Retrieved Upload

The Query Retrieved Upload integrates the Epsilon Campaign Manager™ (ECM) with TA. The ECM tool imports data from TA and performs segmentation, producing an output file consisting of Account ID and source code. The Query Retrieved Upload enables this file to be uploaded into TA for output processing, including creating an interaction for the solicitation.

The basic procedure for the Query Retrieved Upload is as follows:

The necessary source codes are created in TA before the upload.

Segmentation is performed within ECM™ and source codes are assigned to the accounts.

A single output file is produced in ECM™, containing Account ID and source code.

The output file is assigned a query name (a query name which is valid in TA). The query must be an Accounts type query.

The ECM™ output file is loaded into the TA Query Retrieved table.

The query is scheduled (using the records in the Query Retrieved Table) with the user-defined output. The Create Interaction update procedure can also be scheduled with the query to create an interaction for the solicitation for each account.

Note: The Create Interactions update procedure uses the source code from the Query Retrieved table to populate the Source field on the interaction.

See Also: Parameters (Query Retrieved Upload)

Reports (Query Retrieved Upload)

Parameters (Query Retrieved Upload)

You can set the following parameters when you schedule or submit the Query Retrieved Upload.


Vendor Code A three-character code indicating which upload format to use. For this upload, the only vendor code is "ECM."

Query Name Set this parameter to a valid query (Accounts type) in TA. The uploaded records are stored in the Query Retrieved table for this query. You can then schedule the query with an output. Press the [List] key to view the list of queries.

Upload Filename Set to the name of the upload file (do not include the directory path in this parameter).

Output Destination Set to "PRINTER" if you want the upload reports sent to the printer; otherwise, set to "FILE."

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Reports (Query Retrieved Upload)

The ECM™ Upload report runs with the Query Retrieved Upload. The report names the file that was uploaded and reports the following statistics on the upload:

The number of records uploaded for each source code

The total number of records uploaded

Source Upload

The Source Upload enables you to import source code information from an outside vendor into TA. TA uses the uploaded data to update information for source codes that exist in TA. You can also run the Source Upload to create source codes.

See Also: Functionality (Source Upload)

Parameters (Source Upload)

Reports (Source Upload)

Available Fields (Source Upload)

Functionality (Source Upload)

The Source Upload places the imported records in the Source Upload Data table. The upload can take in new source codes, and it can also update existing source codes. The upload looks at the record type to determine how to handle the record.

A record type of "N" in the upload causes TA to create a new source code when TA does not find the source code in TA. New source codes use the information from the level of marketing code being used to create the source code. For example, if there is a technique of MM on the campaign, the new source code will have a technique of MM unless otherwise indicated on the upload. If the uploaded source code is found to exist in TA, then TA does not create the source code. Instead, TA generates an error on the Source Upload Error report.

Note: For records with an "N" record type, the required fields are Activity and Credit Account, as well as any field(s) indicated in the Fields Required to Create parameter. If any of the required fields are not active values in TA, then TA generates an error on the Source Upload Error report, and does not create these source codes. If the initiative or effort codes are not active values, TA either inserts the value or updates the value to make it active, and generates a comment on the Source Upload Error report stating that the initiative or effort value was inserted or updated.

A record type of "U" in the upload causes TA to update data for existing source codes (this record

type does not create new source codes). If the record type is "U" and the uploaded source code does not exist in TA, then TA prints a message on the Source Upload Error report.

Note: For records with a "U" record type, the required field is Source Code (in addition to any fields entered in the Fields Required to Update parameter).

Team Approach 5.0.1


A record type of "X" in the upload causes TA to create a new source code when the source code is not found in TA, and to update data for existing source codes when the source code is found in TA.

Note: For records with an "X" record type, TA requires the fields used by the "N" record type when the source code is being created, and the fields used by the "U" record type when the source code is being updated.

See Also: Checks Made by the Source Upload

Checks Made by the Source Upload

The Source Upload first verifies the following or the procedure ends in error:

The number of detail records uploaded equals the Total Count on the trailer record.

The uploaded records all have the same activity as specified in the Activity parameter (if the Activity parameter is not null).

The uploaded records all have the same campaign as specified in the Campaign parameter (if the Campaign parameter is not null).

TA runs checks on each detail record before updating or creating a source code record in the Sources table. TA checks that:

The activity type, activity, campaign, initiative, effort, package, list code, test code, test cell, technique, interest, credit account, and affiliation are either valid or null on the upload record

TA performs the following additional checks when updating a source code:

The number of solicitations is not null

The source to be updated exists in the Sources table

The mail date on the corresponding source record in the Sources table is null

When creating a source code, TA checks that if the Activity type has the fixed length source option, that the source to be created has the right format.

Note: A value is valid if it exists in the applicable table with a status of "A" (active) or "R" (restricted). For example, to determine if a technique is valid for a record in the Source Upload Data table, TA looks in the Technique table for a record with an active status. If a check fails, TA sets the status of that record to "E" and the record is entered into the Source Upload Errors table. Records incurring an error are not used to update the Sources table and the record, along with its associated errors, appears on the Source Upload Error report.

All of the checks need to pass, otherwise the uploaded record is not used for update.

For each source code updated:

The Cost Per Solicitation field is computed as Total Cost / Number Solicitations. If the total cost is zero, then the cost per solicitation is set to zero. If the number of solicitations is zero, the cost per solicitation is null.

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If there is an uploaded interest, TA creates or updates the linked interest record for the source code. TA creates a record for each interest uploaded for the source code if it doesn’t already exist in the Linked Interests table; if it already exists but does not have an active status, TA updates the status to "A" for active.

Note that the only fields updated are Description, Mail Date, Package, Number Of Solicitations, Technique, List, Test Code, Test Cell, Total Cost, and Cost Per Solicitation. So, for records that you intend just to update, do not include the following fields in the file: Activity Type, Activity, Campaign, Initiative, Effort, Credit Account, or Affiliation. These fields are used only for checks and not for the actual update.

Parameters (Source Upload)

The Source Upload includes the following parameters.


Vendor Code The vendor that corresponds to the type of file you are uploading.

Activity The activity for the uploaded source records.

Campaign The campaign for the uploaded source records.

Fields Required to Update

The fields that must be included in the upload file in order for TA to make updates. You can enter a single value or a comma-separated list of values.

Note: Source is not available in the LOV, but the source code is always required by the Source Upload to update source codes.

Fields Required to Create

The fields that must be included in the upload file in order for TA to create new source codes. You can enter a single value or a comma-separated list of values.

Note: Activity and Credit Account are not available in the LOV, but they are always required by the Source Upload to create source codes.

Output Destination

Destination for the upload reports, i.e., PRINTER, FILE.



Reports (Source Upload)

The following reports run with the Source Upload.

Report Description

Source Upload Report

Displays the following information for each source updated: Source Code, Description, Activity Type, Activity, Campaign, Initiative, Effort, Package Code, Date Mailed, Number Solicited, Total Cost, Cost Per Solicitation, List Code, Test Code, Test Cell, Technique, and Interest, Affiliation, Credit Account. Also displays the total number of sources updated

Team Approach 5.0.1


Report Description

and the upload’s Process ID.

Source Upload Error Report

Displays each record that was not updated due to an error and lists the specific error. Displays the total number of records in error and the total number of errors.

Available Fields (Source Upload)

The following is the superset of fields that can be used with any Source Upload vendor code, i.e., these are the fields in the Source Upload Data table. (Interests are SQL Loaded into the Source Upload Interests table.)

Activity

Activity Type

Affiliation

Break Duration Actual

Break Duration Planned

Break Location

Break Start and End Date

Break Start Time and End Time

Break Type

Campaign

Credit Account

Description

Effort

Estimated Pledge Amount

Estimated Pledge Number

Gift Type

Initiative

Interest

List

Location

Number Solicitation

Package

Program

Program Date Time

Program Day Part

Program Showing

Program Source

Project

Script

Source

Source Mail Date

Staff

Talent

Technique

Test Cell

Test Code

Total Cost

Total Count

Volunteer

Telephone Upload

The Telephone Upload takes in telephone information for existing accounts to change telephone numbers or add new ones. The upload can also be used to indicate that a telephone number should not be used for telemarketing calls.

Using the Telephone Upload is essentially a three-part process:

1. Your organization selects a group of telephone numbers to be updated and sends those telephone numbers to your Telephone Upload vendor.

2. Your Telephone Upload vendor returns the telephone number changes to your organization, and your organization uploads the data file into TA to update the telephone numbers accordingly.

3. One of four types of changes is made to the uploaded telephone numbers, as specified by your vendor: U (Different), T (New), V (Verified), I (Inactive).

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See Also: Selecting Telephones for Your Telephone Upload Vendor

Types of Telephone Changes

Parameters (Telephone Upload)

Reports (Telemarketing Upload)

Available Fields (Telephone Upload)

Selecting Telephones for Your Telephone Upload Vendor

Your organization can use TA’s query and output functionality to select a group of telephone numbers that your vendor should scan to determine change of telephone number information. You will need to create a user-defined output using the User-defined Output Entry screen to identify the fields you want to output for records selected by the query. When the user-defined output runs with a query that selects the records for which you want the data, TA creates the output file on your database server, pulls the data based on the user-defined output, and writes the data into the output file.

The data and format required may vary by vendor, but the following fields should be pulled for each telephone number:

Account ID

Telephone ID

Telephone Number

Preferred Address

First name

Middle name

Last name

Types of Telephone Changes

The Telephone Upload handles the following four types of telephone number changes:

U (Different)

T (New)

V (Verified)

I (Inactive)

Record Type of U (Different)

If the Telephone Upload vendor finds a telephone number different from the telephone number your organization provided for an account, TA uploads the record with a record type of "U." A telephone number with a "U" record type is verified against the rest of the account’s telephone numbers to ensure that duplicates do not exist. If no duplicates are found, the upload makes a copy of the original telephone number (identified by the uploaded Telephone ID) and sets its status to "I" for inactive. The original telephone record is updated with the new telephone number from the vendor (and telephone type, if uploaded), and all other information related to the original telephone record (e.g., preferred telephone, from date, through date) is kept.

If the original telephone number was the preferred one for the account, the Preferred Telephone flag is set to "N" on the archived telephone record, and the updated telephone number becomes the preferred one for the account. If the Telephone Preference Service (TPS) flag is set to "Y" on the upload record, the Do Not Call flag on the updated telephone number is set to "Y."

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Note: The TPS flag is set to "Y" on an upload record when the account has specifically requested that their telephone number(s) not be used for telemarketing and any form of phone solicitation or inquiries.

Record Type of T (New)

The upload can add a new telephone number for an account if your organization did not have a telephone number for the account in the file sent to the vendor, but the vendor does have a telephone number in its file. Such upload records have a record type of "T." Before adding the new telephone number from the vendor, the upload procedure checks to see if there is a preferred telephone number for the account. If the account does not have an active preferred telephone, the new telephone number is identified as the preferred. The new number is associated with the preferred address for the account.

If the TPS flag is set to "Y" on the upload record, the Do Not Call flag on the new telephone number is set to "Y."

Record Type of V (Verified)

If the telephone number sent to the vendor matches the telephone number in the vendor's file, the upload record has a record type of "V." The telephone number is left unchanged in the database, unless the TPS flag is set to "Y" for the upload record (the Do Not Call flag is then set to "Y" for the telephone number, identified by the uploaded Telephone ID).

Record Type of I (Inactive)

If the telephone number sent to the vendor is no longer valid, the upload record has a record type of "I." Using the Telephone ID in the upload record, TA sets the status of that telephone record to "I" for inactive.

Parameters (Telephone Upload)

You can set the following parameters when you schedule or submit the Telephone Upload.


Vendor Code The three-character code indicating which upload format to use (e.g., "tlm" for Telematch).




Reports (Telemarketing Upload)

The Upload Telematch Summary report runs with the Telemarketing Upload. The report displays the count and percentage of verified (V), new (T), different (U), and inactive (I) uploaded records, the count of all records returned by the Telephone Upload vendor, and the count of all uploaded records. The report displays all of the above grouped by the current activity of the accounts updated.

Available Fields (Telephone Upload)

The following is the superset of fields that can be used with any Telephone Upload vendor code, i.e., these are the fields in the Telematch Upload Data table.

Record Type

Account ID

Telephone ID

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Preferred Address ID

Telephone Number

TPS Match

Telematch Account Type

Occurrence

Postal Indicator

Wealth Rating

Dwelling Unit

ZIP Code Upload

The ZIP Code Upload enables you to update records in the ZIP Code table by importing a file from the United States Postal Service (USPS). The upload handles the following situations.

A ZIP Code is uploaded from the USPS file and the ZIP Code does not already exist in TA’s ZIP Code table. The ZIP Code is added to the ZIP Code table.

A ZIP Code is uploaded from the USPS file that is already in TA’s ZIP Code table. Your organization can choose whether to override existing information with the data from the USPS, or whether to retain the information in the ZIP Code table.

Note: The county codes included on databases installed prior to version 3.2 are not the same codes used by the U.S. Post Office. The ZIP Code Upload procedure can be run to correct the county code on ZIP Code records. Contact TSI to schedule a data fix if you want to correct the county code on donors’ address records, as well as remove the old county codes from the County table.

See Also: Functionality (ZIP Code Upload)

Parameters (ZIP Code Upload)

Available Fields (ZIP Code Upload)

Functionality (ZIP Code Upload)

New or updated ZIP Codes are inserted into the ZIP Code table with a status of "R" for reserved. When the upload updates a ZIP Code in the ZIP Code table, it retains existing values for fields not included on the upload record.

When the upload inserts a ZIP Code into the ZIP Code table, the corresponding records are created in the ZIP City table with a status of "R."

If a new or updated ZIP Code has a county not already in the County table, a record with County, County Name, State, and Status is created with a status of "R."

Parameters (ZIP Code Upload)

You can set the following parameters when you schedule or submit the ZIP Code Upload.


Vendor Code The three-character code indicating which upload format to use. Currently, only the

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vendor code "USP" is set up for this upload.

Retain Customization Set this parameter to "Y" if the upload should not update existing ZIP Codes.

Reports (ZIP Code Upload)

The ZIP Code Upload Statistics Report runs with the ZIP Code Upload. The report totals the number of ZIP Code, ZIP City, and County records updated or inserted during the upload.

Available Fields (ZIP Code Upload)

The following is the superset of fields that can be used with any ZIP Code Upload vendor code (these are the fields in the ZIP Code Upload Data table). Note: You can import congressional district information using the Legislative District Upload.

Zip Code

State

City

Primary City

Last Line

Postal Type

County

Signal Area

Satellite Access

Cable Access

National Region

Local Region

County FIPS

Latitude

Longitude

Area Code

Finance Code

MSA

PMSA

DMA

Station Support

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County Name

Status

Downloads

Charge Download

EFT Generation and Download

General Ledger Interface

SAC Spreadsheet Download

Source Analysis Statistics Download

System Usage Download

Charge Download

The Charge Download is used to generate a file of pledge payments to be transmitted to the appropriate bank for processing. The file includes recent lump sum pledges, (irregular) scheduled pledge payments, as well as any scheduled installment payments, which are automatically determined by the system at the time of the download. Address verification is an optional feature of the Charge Download.

Additionally, the Charge Download can help your organization manage credit card refunds to your donors, if your vendor can support this functionality. See "Credit Card Refunds with the Charge Download" for more information.

See Also: Pulling Charge for Billing (Charge Download)

Parameters (Charge Download)

Preferences (Charge Download)

Reports (Charge Download)

Credit Card Refunds with the Charge Download

Pulling Charge for Billing (Charge Download)

The Charge Download pulls pledges for billing that meet the following criteria:

The status of the account is active

The status of the pledge transaction is active

The status of the pledge is "PF" for partially fulfilled or "UF" for unfulfilled

The credit card number exists on the pledge transaction

Soft credit type is null for the transaction (i.e., the transaction is not a soft credit)

Schedule start date for installments is earlier than or the same as the date of the download

Amount due (installment amount or pledge amount minus paid amount, whichever is smaller) is greater than 0

For installment pledges, the current day less the date last pulled for billing is greater than the number of days in the payment frequency

For each pledge selected, TA checks the pledge’s bank approval status to determine whether to include the pledge in the download.

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If the bank approval status is "never sent," TA includes the credit card pledge in the download.

Note: For a new credit card pledge, TA sets the bank approval status to "never sent" when the pledge is processed, i.e., when the Post Gift Batches procedure runs for the batch containing the pledge.

If the bank approval status is "pending," TA does not include the credit card pledge (i.e., the pledge has been downloaded and a payment should be uploaded before the pledge is pulled in the download again).

If the bank approval status is "approved," TA includes the credit card pledge if the pledge’s status is partially fulfilled and a payment is due, i.e., this pledge is an installment pledge being paid by an approved credit card and the next installment payment is due.

If the bank approval status is "reject/retry," TA compares the date on which the credit card pledge was last pulled to the date on which the procedure runs. If the number of days is equal to or greater than the number of days indicated by the system preference, TA includes the credit card pledge in the download.

If the bank approval status is "no retry," TA does not include the credit card pledge.

The download marks pledges pulled by the download by setting date last pulled to the date of the download, bank approval code to "PEND," and bank approval status to "PE." The bank approval status "PE" prevents the pledge from being pulled again or adjusted until a record has come through Charge Upload for the pledge.

When the Charge Upload procedure runs, TA resets the bank approval status again based on the bank’s action for the pledge. See "Charge Upload " for information on how the upload sets the bank approval status.

See Also: Pulling Installments on the First of the Month

Pulling Check Pledges for a Charge Payment

Suspending Charge Pledges

Retroactively Billing

Pulling Installments on the First of the Month

TA includes a system preference to enable your organization to pull all installment pledges on the first of the month, rather than basing the pull on the number of days since the last time the charge was pulled and the number of days in the pledge’s frequency. For example, if a donor makes a monthly installment pledge of $120 which is posted April 19

th, the first $10 installment is pulled for payment as soon as the download is run after the posting on April 19

th. The

second installment of $10 is pulled as soon as the download is run on or after May 1st. In other words, TA does not

wait until after May 19th to pull the second installment payment, and each subsequent installment is pulled when the

download is run on or after the first of the month.

Set the Pull Charge Installments on First of the Month? system preference to "Y" if you want installment pledges pulled on the first day of each month.

Pulling Check Pledges for a Charge Payment

The Charge Download can accommodate donors with an installment check pledge who want to make one of their payments by charge card. To use this functionality, users create an adjustment to the pledge on which they want a one-time charge payment. The user zooms on the Payment Method field to the Check Information window. By marking the One-time Charge? check box, the user can enter charge card information, including the amount to charge.

The Charge Download pulls pledges with the One-time Charge? check box marked as well as regular installment charges. Gift processing clears the One-time Charge? check box on the pledge, so that it will not be pulled again by the Charge Download after the charge payment has been successfully posted to TA.

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Suspending Charge Pledges

TA enables you to assign a classification to indicate that a charge pledge should be suspended for a certain length of time (i.e., the pledge should not be pulled by the Charge Download).

The classification code "SUSPENDCHG" indicates the suspension and the classification value indicates the pledge number of the pledge that is to be suspended. The start and end date for the classification is set based on how long the pledge is to be suspended.

In determining whether a pledge is due for payment, the Charge Download excludes any pledges for accounts that have an active "SUSPENDCHG" classification with the pledge number as the classification value and a start and end date that encompasses the day of the download.

Note: If a specific pledge number is not assigned as the classification value, the Charge Download excludes all pledges for the account.

Retroactively Billing

TA enables you to retroactively bill a charge installment pledge. For example, if a donor had suspended payments for a pledge, the donor may authorize that a certain amount be retroactively billed. (This amount does not necessarily correspond to the amount of installments that had been previously suspended). TA enables you to indicate that a charge pledge should be retroactively billed by setting the Retroactive Bill Amount field on the Charge Card Information window accessible from the Giving History Detail screen.

Note: You can modify this field directly from the Giving History Detail screen without creating an adjustment for the pledge.

The retroactive bill amount works in conjunction with the retroactive bill flag for the charge pledge. The retroactive bill flag is null for pledges not set up for any retroactive billing (i.e., the retroactive bill amount is null and the download uses the regular installment amount for charge billing). Once you set a retroactive bill amount, TA sets the retroactive bill flag to "P" for pending to indicate that a retroactive bill amount has been entered but the pledge has not been pulled by the Charge Download. As long as the pledge has not been pulled by the Charge Download, you are able to change the retroactive bill amount, if necessary.

Once the pledge is pulled by the Charge Download, TA sets the retroactive bill flag to "B" for billed, and you cannot change the retroactive bill amount. When the corresponding payment is uploaded in the Charge Upload, TA sets the retroactive bill flag to "C" for completed.

Parameters (Charge Download)

The Charge Download includes the following parameters.


Vendor Code Set this parameter to your Charge Download vendor.

Activity Types Indicates the activity type for the pledges to be pulled in the download. You can enter a single value, a comma-separated list of values, a wildcard, or you can exclude activity types by using the tilde symbol (~).

Activities Indicates the transaction activity for the pledges to be pulled in the download. You can enter a single value, a comma-separated list of values, a wildcard, or you can exclude activities by using the tilde symbol (~).

Campaigns Indicates the campaigns for pledges to be pulled in the download, restricting the charges according to the value(s) you enter for this parameter. You can enter

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a single value, a comma-separated list of values, a wildcard value, or the value ALL. A blank value is interpreted as ALL.

Affiliation Set this parameter to specific affiliations, if you want to limit the transactions that are selected by Affiliation. You may enter one or multiple affiliations or exclude an affiliation by using the tilde symbol (~). Press [F9] to access a list of valid Affiliation codes for your organization.

Bank Approval Status Indicates the bank’s action for the pledges to be pulled in the download (e.g., "RR" for Rejected Payment, Retry). You can enter a single value, a comma-separated list of values, or the word ALL.

Merchant ID The Merchant ID included in the download file you send to your vendor, if required.

Merchant Name The Merchant Name included in the download file you send to your vendor, if required.

Summary Report Break Group 1

Indicates how information on the Charge Download Summary report should be grouped, i.e., Charge Card Type, Activity, or Gift Kind.





Output Destination Destination for the download reports, i.e., PRINTER, FILE.

Printer Printer to which the download reports should be sent.

Print Format Output format for the download reports, i.e., PDF or PostScript.

Preferences (Charge Download)

The following are the preferences that affect the behavior of the Charge Download. You can set these preferences on the System Preference Administration screen (and possibly the User Preference Administration, User Group Preference Administration, and/or User Preferences screens, depending on the level of access associated with these preferences).


Always Update Charge Verification Info?

Determines whether to include name and address information in the file created by the download.

Charge Card Retry Delay

Identifies the number of days TA should wait before pulling a charge pledge with the approval status "reject/retry."

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Charge Download Limit Identifies the number of transactions to pull for the file created by the download. If you leave this system preference null, the Charge Download creates one file with all of the transactions pulled by the procedure.

Pull Charge Installments on First of the Month?

Set to "Y," if your organization wants to pull installment charge pledges at the beginning of each month, rather than based on the pledge start date and the installment frequency. (In other words, a monthly pledge entered on April 19

th would be pulled for

payment on May 1st, June 1

st, etc. rather than May

19th, June 19

th, etc.)

Vendor Flags (Charge Download)

TA includes a vendor flag "Handle Credit Card Refunds." This vendor flag must be set to "Y" if you use the Charge Download to issue credit card refunds directly to a donor's credit card.

Reports (Charge Download)

The following reports are generated with the Charge Download.

Report Description

Charge Download Detail Report

Lists each transaction pulled for the download, the total payment amount to be pulled, and the total number of items pulled.

Note: This report may display credit card numbers, depending on how the Display Charge Card Number on Report? system preference is set.

Charge Download Summary Report

Lists the total payment amount and count for each type of charge card. For each charge card type, the report also includes the count and payment amount for each gift kind (i.e., one payment pledges, installment pledges).

Charge Download Error Report

Runs if there are any errors not specific to a charge pledge, e.g., the download ended in error due to an

Oracle error.

Credit Card Refunds with the Charge Download

Team Approach® can process credit card refunds through the Charge Download for vendors who handle credit card

refunds

Note: The vendor flag "Handle Credit Card Refunds" must be set to "Y" for yes. Currently the flag is set to "Y" only for the vendor ALC.

To issue a credit card refund, enter an adjustment to the pledge payment transaction. If you use the adjustment code "RF" for refund, TA closes the original pledge and sets the status to "PC" for partially collected or "UC" for

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uncollectible. If you use the adjustment code of "RR" for refund and rebill, the original pledge remains open, and TA reevaluates the pledge status.

For refunds, the Charge Download pulls transactions that meet the following criteria:

Transaction type is "PP" for pledge payment

Adjustment code is not null and the adjustment code indicates a refund (the refund flag is set to yes for that adjustment code)

The bank approval status is "never sent"

A credit card number is on the transaction

The sum of the payment amount on the pledge payment and the payment amount on the reversal is less than zero

The status of the adjusted transaction is active

For each adjustment selected, the download pulls the negative adjustment transaction and the active adjusted transaction. The download takes the sum of the payment amounts on the two transactions to determine the amount to be refunded. To mark the adjustment as having been downloaded, TA sets the Last Pulled field to the date the download is run and the bank approval status field to "PR" for pending refund.

For example, a credit card pledge is mistakenly entered as $500 instead of $50; the pledge is downloaded; and a $500 pledge payment is created through Charge Upload. When the donor points out the error, you can adjust the pledge payment, entering an adjustment code of "RF" and the payment amount of $50. When the adjustment is processed, TA creates a negative transaction, where the payment amount is $500, and an adjusted transaction, where the payment amount is $50. When the download pulls the refunded pledge payment, it creates a record in the download file with a payment amount of -$450 (the sum of the amount on the negative transaction and the amount on the adjusted transaction). The bank processes this record as a credit to donor’s charge account.

See Also: Credit Card Refunds with Charge Upload

Credit Card Refunds with Charge Upload

When Charge Upload runs and the upload file contains refunds, TA matches the uploaded pledge number and refund amount to the sum of a pending refund adjustment and corresponding negative adjustment, searching from the least to most recent refunds for the particular pledge. When the upload finds a match, it updates the bank approval status on the adjusted transaction to "AR" for approved refund.

In the rare case that a refund is rejected, the upload updates the bank approval status on the adjusted pledge payment to "XR" for rejected refund and creates an interaction where the interaction category is "MS," interaction type is "CCREFREJ" (for credit card refund rejected), response category is "CSLET," and the status is "C." This automatic interaction makes it easy for your organization to run a query so you can send letters to donors whose credit card refunds were rejected.

EFT Generation and Download

The EFT Generation and Download procedure generates batches of pledge payments to be obtained through electronic funds transfers. It creates a download file to be transmitted to the bank so that the payments can be debited from the donors' accounts and prenotifications (zero-dollar transactions) can be done for first time EFT donors. This procedure can be used for sustaining givers, i.e., donors who make a pledge for an indefinite time period, as well as for donors who make a pledge for a specified period of time, i.e., one year.

This procedure is generally scheduled to run several times a month along with nightly processing.

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See Also: Selecting Payments and Prenotes for Processing (EFT)

Generating Batches of Pledge Payments (EFT)

Populating the Holding Table (EFT)

Parameters (EFT)

System Preferences (EFT)

Reports (EFT)

Selecting Payments and Prenotes for Processing (EFT)

EFT transactions for which prenotification has not been received are pulled by the download to be sent to the bank. Payment amounts for these "prenotes" are $0.

EFT transactions which are due to be pulled are found by identifying active pledges with a payment method of "EF" and for which

the pledge status is "UF," "PF," or "FF" if the AUTO RENEW classification exists;

the pledge status is "UF" or "PF" if the AUTO RENEW classification does not exist;

the prenotification has been completed (that is, the Prenote Flag on the pledge is set to "Y" or "C");

the number of days since the pledge was last pulled for payment is greater than 25; and

the pledge’s pull cycle matches that for which the procedure is being run.

Once the correct payments are pulled, TA determines the effective date using the Pull Cycle and Current Month parameters. The effective date is the day on which the funds from EFT payments will actually be available to your organization. If the date of the pull cycle (e.g., the 5th or 20th of each month) does not fall on the weekend or on a holiday, the effective date will be the pull cycle date. Otherwise, it’s set to the first business day after the pull cycle date.

Generating Batches of Pledge Payments (EFT)

After the pull cycle and effective date have been determined and the transactions have been pulled, TA loops through each transaction.

For prenotes, TA sets

the EFT Payment Amount to $0,

the Prenote Flag to "Y" on the original pledge transaction, and

the Prenote Date and Date Last Pulled fields to the effective date.

For payments, a batch detail record is created with the following information:

Payment amount is set to the installment amount on the original pledge transaction

Pledge amount is set to "0"

Transaction type is set to "PP" for pledge payment

Date last pulled is left null

Gift date, deposit date, entry date, commitment date, recognition date, fiscal year, and fiscal month are all set based on the effective date

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Once the batch detail record has been created, the Date Last Pulled field on the original pledge transaction is updated to the effective date.

See Also: Updating the Batch Summary Record (EFT)

Updating the Batch Summary Record (EFT)

When the maximum number of detail records in a batch of pledge payments has been reached, the batch summary fields are updated with the totals from the detail records and the batch status is set to "O" for open.

Populating the Holding Table (EFT)

For prenotes and pledge payments, a record is inserted into the EFT Hold table to be spooled out to an ASCII output file on the server. The EFT Hold table includes the following information:

Account ID

Name ID

EFT Sequence

EFT Name

EFT Bank Number

EFT Bank Check Digit

EFT Bank Account

EFT Payment Amount

EFT Process ID

EFT Effective Date

EFT Bank Account Type

EFT Bank Status

Fund Type

Gift Kind

Pledge Number

Source Code

Telephone Number 1

For all transactions:

EFT Name is set to the name line associated with the given Account ID and Name ID

EFT Bank Number is the first eight digits of Bank ID

EFT Bank Check Digit is based on the EFT Bank Number

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EFT Bank Account is the first 17 digits of Bank Account

Parameters (EFT)

The EFT Generation and Download procedure includes the following parameters.


Vendor Code Enter your EFT vendor code.

Pull Cycle Enter the day of the month for which EFT payments are due. TA pulls pledges due for payment on the day of the month you enter, e.g., "5" for the 5

th of the month.

Current Month Enter the month of the current pull cycle. You can enter an absolute date (e.g., "9907" for July, 1999) or relative date (e.g., "Current" or "Current - 1" for the previous calendar month).

Batch Owner Enter the user who should be the owner of generated batches, if applicable.

Activity Type Indicates the activity type for the transactions to be pulled in the download. You can enter a single value, a comma-separated list of values, a wildcard, or you can exclude activity types by using the tilde symbol (~).

Activity Indicates the transaction activity for the transactions to be pulled in the download. You can enter a single value, a comma-separated list of values, a wildcard, or you can exclude activities by using the tilde symbol (~).

Payment Source Set this parameter to determine the source the EFT transactions generated by the download program, so that the source may be different from the source on the pledge. If no value is specified, the pledge's source is used. Other marketing code values on the pledge payment are set based on this source code, and the debit account and credit account is recalculated (as it currently is). Affiliation is recalculated only if this parameter is specified, otherwise, the affiliation from the pledge continues to be used.

Download File Name Enter a file name if it is different from the standard name.

Output Destination Destination for the download reports, i.e., PRINTER, FILE.



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System Preferences (EFT)

The following are system preferences that affect the EFT Generation and Download. You can set these preferences using the System Preference Administration screen.


Bank EFT Routing Number

Transit routing number of the financial institution receiving the file. Used on file header, batch header, and batch trailer records of the EFT file.

Site EFT Routing Number

Transit routing number of the sender (1+ Fed Tax I.D.#). Used on file header, batch header, and batch trailer records in the EFT file.

EFT Bank Name (for header record in EFT file)

Name of the financial institution receiving the EFT file. Used on the header record in the EFT file.

EFT Site Name (for header record in EFT file)

Name of the EFT file originator. Placed on the header record in the EFT file.

EFT Source Name (for company/batch header)

Goes on the batch header record in the EFT file. Identifies the source of the entries in the batch.

EFT Entry Description (for batch header)

Goes on the batch header record in the EFT file. Describes the purpose for the entries in the batch (e.g., "PLEDGE PAYMENT").

Reports (EFT)

The following reports run with the EFT Generation and Download.

Report Description

EFT Download Detail Report

This report lists the following information for each pledge pulled by the download: Account ID, Name, Debit amount, Bank number, and Bank account. The total debit amount and total number of items appears at the end of the report.

EFT Download Summary Report

This report displays the total number of prenotifications pulled by the download and the total debit amount and number of pledge payments pulled by the download.

EFT Detail Report This report lists pledge information for each pledge pulled by the download, ordering the information by batch. The pledge information is: batch sequence number, pledge number, payment amount, Account ID, account name and preferred address, source, gift kind, gift type, and errors. For each batch the following totals appear: total payments and total items. For the download: total batches, total payments, total items.

EFT Summary Report This report displays the effective date for the download, the download process ID, and the payment amount and count for each batch generated by the download. The total payment amount and count for all batches created by the

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Report Description

download appears at the end of the report.

EFT Generation and Download Error Report

This report displays each Oracle error that occurred in the download.

General Ledger Interface

The General Ledger Interface creates a download file that interfaces with your organization’s accounting software. Essentially, it identifies pledges and payments in recently processed batches that need to be written to the general ledger and which accounts should be debited and credited for each. After the records in each batch have been downloaded to the general ledger, the batch is assigned an accounting batch number in order to tie it to entries in the general ledger.

See Also: Functionality (General Ledger Interface)

Parameters (General Ledger Interface)

Vendor Flags (General Ledger Interface)

Preferences (General Ledger Interface)

Reports (General Ledger Interface)

Functionality (General Ledger Interface)

The GL Interface pulls batches that have been processed (status of "P") with a null accounting batch number, which appears on the Batch Summary Entry screen.

For each of these batches, unless an accounting batch is entered as a parameter to the operation, the accounting batch depends on the fiscal month, fiscal year, and date created of the batch. If the user does enter an accounting batch number as a parameter, then records from all batches in the download are put into this accounting batch, regardless of the fiscal date on the batch. The Accounting Batch field on the batch summary record is then updated.

Note: The accounting batch can also be set to the vendor Process ID for the download. See "System Preferences (General Ledger Interface)" for more information.

See Also: Pulling General Ledger Credit Entries

Pulling General Ledger Debit Entries

Creating the Output File (General Ledger Interface)

Pulling General Ledger Credit Entries

Once the TA batches to be downloaded have been identified, a procedure is called, which writes credit entries to go to

the general ledger to an Oracle holding table from which they are later spooled.

The procedure begins by pulling all of the TA batches to consider, grouping by accounting batch. It then fetches

records from transactions and writes records to the Oracle holding table.

See Also: Non-adjustment Payments (GL Credit Entries)

Non-adjusted Bookable Pledges (GL Credit Entries)

Adjusted Payment Transactions (GL Credit Entries)

Adjusted Pledge Transactions (GL Credit Entries)

Team Approach 5.0.1


Non-adjustment Payments (GL Credit Entries)

For each non-soft credit detail record in each TA batch within each accounting batch, non-adjustment records are inserted into the Oracle holding table. In addition to the batch number and accounting batch, the following fields are populated as follows:

Field Description

Order Number "1" to indicate a payment credit (this can be used later to order records in the download file).

GL Account The credit account on the transaction.

GL Amount The negative of the payment amount.

Deposit Date The deposit date on the batch summary record.

Fiscal Month The fiscal month on the batch summary record.

Fiscal Year The fiscal year on the batch summary record.

Payment Method The payment method on the transaction record.

Fund The fund on the transaction.

Fund Type The fund type on the transaction.

Affiliation The affiliation on the transaction.

Alternate State The alternate state code associated with the donor’s preferred address.

Accounting Date The deposit date on the transaction if it falls within an open fiscal period; otherwise, the last calendar date in the current fiscal period.

Non-adjusted Bookable Pledges (GL Credit Entries)

While all payments must go to the general ledger individually, not all pledges do. If the non-adjustment transaction record has a pledge amount and the GL flag is set to "B," then it is sent to the general ledger and is said to be a bookable pledge.

For such transactions, a record is inserted into the Oracle holding table as follows:

Field Description

Order Number "3" to indicate a bookable pledge credit.


GL Amount The negative of the pledge amount.



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Field Description

Fiscal Year The fiscal year on the batch summary records.

Payment Method The payment method on the transaction.






Adjusted Payment Transactions (GL Credit Entries)

The next step in the procedure is to fetch all active adjustment transaction records for each non-soft credit detail record in each TA batch within each accounting batch.

If the transaction is an adjustment and a payment, and the payment amount has been changed or the credit account, debit account, or fund has changed from the original transaction, it must be sent to the general ledger.

In this case, two records are inserted into the Oracle holding table. The first is for the negative adjustment transaction while the second is for the active, adjusted transaction.

The record for both of these transactions is created as follows:

Field Description

Order Number "1" to indicate a payment credit.


GL Amount The negative of the payment amount.



Fiscal Year The fiscal year on the transaction.






Accounting Date The deposit date on the transaction if it falls within

Team Approach 5.0.1


Field Description

an open fiscal period; otherwise, the last calendar date in the current fiscal period.

Adjustment Code The adjustment code on the transaction.

Adjustment Date The adjustment date on the transaction.

Gift Date The gift date on the transaction.

Adjusted Pledge Transactions (GL Credit Entries)

If the transaction is an adjustment of a bookable pledge (i.e., the GL flag on the original pledge is set to "B"), and the pledge amount has been changed or the credit account, debit account, or fund has changed from the original transaction, it must be sent to the general ledger.

In this case, as for payments, two records are inserted into the Oracle holding table. The first is for the negative adjustment transaction while the second is for the active, adjusted transaction.


Field Description

Order Number "3" to indicate a bookable pledge credit.


GL Amount Set to the negative of the pledge amount.











Adjustment Date The adjustment date on the transaction.


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Pulling General Ledger Debit Entries

For each credit that goes to the general ledger, there must be an associated debit.

The procedure begins by pulling all of the TA batches to consider, grouping by accounting batch. It then fetches

records from transactions and writes them to the Oracle holding table.

See Also: Non-adjustment Payments (GL Debit Entries)

Non-adjusted Bookable Pledges (GL Debit Entries)

Adjusted Payment Transactions (GL Debit Entries)

Adjusted Pledge Transactions (GL Debit Entries)

Non-adjustment Payments (GL Debit Entries)

For each non-soft credit detail record in each TA batch within each accounting batch, non-adjustment records are

fetched from transactions. A record is written to the Oracle holding table. In addition to the TA batch number and accounting batch, the following fields are populated as follows:

Field Description

Order Number "2" to indicate a payment debit.

GL Account The debit account on the transaction.

GL Amount The payment amount.










Non-adjusted Bookable Pledges (GL Debit Entries)

While all payments must go to the general ledger individually, not all pledges do. If the non-adjustment transaction record fetched has a pledge amount and the GL flag is set to "B," then it should go to the general ledger and is said to be a bookable pledge.

Records to be inserted into the Oracle holding table are created as follows:

Field Description

Team Approach 5.0.1


Order Number "4" to indicate a bookable pledge debit.


GL Description Depends on the debit account and the account’s description from the GL Account table.

GL Amount The pledge amount.










Adjusted Payment Transactions (GL Debit Entries)

The next step in the procedure is to fetch all active adjustment records for each non-soft credit detail record in each TA batch within each accounting batch. If the transaction is an adjustment and a payment, and the payment amount has been changed or the credit account, debit account, or fund has changed from the original transaction, it must be sent to the general ledger.

In this case, two records are inserted into the Oracle holding table. The first is for the negative adjustment transaction while the second is for the active, adjusted transaction.


Field Description

Order Number "2" to indicate a payment debit.


GL Amount The payment amount.




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Field Description









Account ID* The account ID on the transaction.

Gift Seq The gift seq on the transaction.

The adjustment seq on the transaction.

Name ID The name ID on the transaction.

Address ID The address ID on the transaction.

* Presence of an Account ID and a refund adjustment code on the GL record indicates that the record is a refund.

Adjusted Pledge Transactions (GL Debit Entries)

If a transaction is an adjustment of a bookable pledge (i.e., the GL flag on the original pledge is set to "B"), and the pledge amount has been changed or the credit account, debit account, or fund has changed from the original transaction, it must be sent to the general ledger.

In this case, as for payments, two records are inserted into the Oracle holding table. The first is for the negative adjustment transaction while the second is for the active, adjusted transaction.


Field Description

Order Number "4" to indicate a bookable pledge debit.


GL Amount The pledge amount.




Team Approach 5.0.1


Field Description









Creating the Output File (General Ledger Interface)

The General Ledger Download procedure inserts information about each batch item into an Oracle holding table. The vendor spool file actually generates the output file of GL entries that are transferred into the accounting system.

The spool file is unique by vendor and can select and group the information from the Oracle holding table however the vendor requires. The holding table has the following fields that can be incorporated into the output file.

GL Amount

GL Account (debit/credit account)

Accounting Batch Number

Batch Number

GL Account Description

Fiscal Month

Fiscal Year

Deposit Date

Gift Date

Gift Sequence

Adjustment Sequence

Adjustment Date

Accounting Date

Adjustment Code

Payment Method

Fund

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Fund Type

Affiliation

Alternate State

Name ID

Address ID

The spool file can select any combination of these fields and group them to create journal entries as needed for the GL system. For example, if journal entries are required per batch, the spool file would select and group by batch number. If journal entries aren't needed per batch, the spool file selects batches but groups by the GL account.

Example 1:

The GL Download pulls three batches with a total of 25 transactions. If the GL system needs one journal entry per batch, the output would be as follows:

Batch GL Account GL Amount

129001 4010 -500

129001 1000 200

129001 1025 300

129002 4010 -100

129002 1000 100

129003 4200 200

129003 1080 -200

Example 2

The GL Download pulls three batches with a total of 25 transactions. The GL system does not need to group by batch, and needs only one entry per GL account.

GL Account GL Amount

1000 300

1025 300

1080 -200

4200 200

4010 -600

Parameters (General Ledger Interface)

You can set the following parameters when you schedule or submit the General Ledger Interface.


Vendor Code Set this parameter to your GL Interface vendor. Press the [List] key to select from the list of vendors.


Accounting Batch Set this parameter to the accounting batch number you want to tie to each TA batch, unless you want the accounting batch set based on fiscal date or the vendor process ID.

Team Approach 5.0.1



Fiscal Month Set this parameter to the fiscal month for which processed batches should be pulled. You can use absolute or relative dates. Leave blank to not limit by fiscal month.

Fiscal Year Set this parameter to the fiscal year for which processed batches should be pulled. You can use absolute or relative dates. Leave blank to not limit by fiscal year.



Vendor Flags (General Ledger Interface)

The vendor flag "Spool GL Refund" controls whether refund files (i.e., vendor and voucher files) are output and whether the GLI Refund Report runs with the General Ledger Interface. This vendor flag should be set to "Y" if refund information should be exported to the accounting system. See "Reports (General Ledger Interface)" for more information about the report.

Preferences (General Ledger Interface)

The following are the preferences that affect the behavior of the General Ledger Interface. You can set these preferences on the System Preference Administration screen (and possibly the User Preference Administration, User Group Preference Administration, and/or User Preferences screens, depending on the level of access associated with these preferences).


GL Rule for Setting Accounting Batch

Set this parameter to "V" to set the Accounting Batch field on the Batch Summary Entry screen to the vendor process ID of the GL Download. If you leave this preference set to "S," TA uses the default system rule to set the accounting batch.

GL Account to Exclude from GL Download

The General Ledger Interface procedure compares the credit account and debit account for each transaction pulled to the value for this preference. If either account is the same as the value of the preference, the transaction is not included in the file created by the General Ledger Interface procedure.

TA performs an error check process to prevent one side of a transaction (e.g., debit or credit) from hitting the GL while the other side is excluded.

Optional Financial Adjustment Fields?

Determines whether adjustments to specific fields (Deposit Date, Fund Type, or Transaction Level Affiliation) should be downloaded to the GL.

Reports (General Ledger Interface)

The following reports run with the General Ledger Interface:

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Report Description

General Ledger Download

Displays pledge and payment totals for each TA batch pulled by the download and calculates these totals for each GL account.

GLI Download Error Displays any Oracle errors incurred by the download.

GLI Refund Runs if the vendor flag "Spool GL Refund" is set to "Y." Displays Account ID, name line, address, adjustment date, refund account, and refund amount. The report pulls records from the holding table that have Account ID and a refund adjustment code.

SAC Spreadsheet Download

The SAC Spreadsheet Download generates a text file that contains information about your organization's source analysis codes. The source analysis code contains information about a donor at the time of a solicitation, and is stored on the interaction that represents the solicitation. The rule for defining the source analysis code is attached to the source code on the solicitation. The source analysis code can be up to 40 characters long. Each rule specifies what information to record about the donor and the code to use for each value. For example, one rule might include position 28 being the gender of the account and position 29 and 30 being the account type.

The SAC Download allows you to produce a text file with the following: source code, source analysis code, number of solicitations (# Solicited), actual pledge amount (Responses), and actual number of pledges (Responses). The text file is sent to your output directory and is called "mssacanl.txt."

See Also: Parameters (SAC Spreadsheet Download)

Parameters (SAC Spreadsheet Download)

The SAC Spreadsheet Download includes the following parameters, which you can set to limit the source analysis codes pulled by the download.


Activity Enter an activity if you want to restrict the source analysis code information based on the activity of the source codes. You can enter a single value, a comma-separated list of values, or you can exclude a value using the tilde (~) symbol.

Campaign Enter a campaign if you want to restrict the source analysis code information based on the campaign of the source codes. You can enter a single value, a comma-separated list of values, or you can exclude a value using the tilde (~) symbol.

Initiative Enter an initiative if you want to restrict the source analysis code information based on the initiative of the source codes. You can enter a single value, a comma-separated list of values, or you can exclude a value using the tilde (~) symbol.

Team Approach 5.0.1



Effort Enter an effort if you want to restrict the source analysis code information based on the effort of the source codes. You can enter a single value, a comma-separated list of values, or you can exclude a value using the tilde (~) symbol.

Source Enter a source code if you want to restrict the source analysis code information based on the source code associated with the source analysis code. You can enter a single value, a comma-separated list of values, or you can exclude a value using the tilde (~) symbol.

Break Group Set the Break Group parameter to determine how you want to summarize the downloaded information; you can select a field from the Interactions or Sources table. If you leave the Break Group parameter blank, the information is sorted by source code and source analysis code.

Source Analysis Statistics Download

The Source Analysis Statistics Download enables you to generate a file that is equivalent to what you would get if you could run the Source Analysis Statistics report in delimited format, and enables you to include a much larger number of columns than that report allows. (The Source Analysis Statistics report is a matrix report run off of the Source Analysis table, and displays the number of solicitations for user-selected portions of the source analysis code.)

The Source Analysis Statistics Download allows you to analyze all of the possible values of a given position or set of positions in a set of source analysis codes. After you run the Source Analysis Statistics Download, you can import the resulting download file into a spreadsheet program to produce a two-dimensional table, which includes column and row headers, totals for each row and column, and a grand total.

See Also: Parameters (Source Analysis Statistics Download)

Parameters (Source Analysis Statistics Download)

The Source Analysis Statistics Download includes the parameters listed below. All parameters are required.


Source Enter the source code for which you want to perform analysis of existing source analysis codes. You may use the % character if you want to include more than one source code.

Source Break Group Positions

Enter the positions of the source analysis code to use as break groups (i.e., rows). You can enter a single value, a comma-separated list of values, or a range.

Note: For consecutive values, using a range provides better performance than a comma-separated list.

Source Column Value Enter the positions of the source analysis code to use as columns.

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Positions You can enter a single value, a comma-separated list of values, or a range.

Note: For consecutive values, using a range provides better performance than a comma-separated list.

SAC Break Group Positions

Select positions of the Source for the rows.

SAC Column Value Positions

Select positions of the Source for the columns.

Fields to Display You can select multiple values for this parameter:

Payments: Number and amount of payments

Pledges: Number and amount of pledges

Solicitations: Number of solicitations

Prepend Source on File

If set to Y the Source field is added as the first column of the output.

Delimiter Enter the delimiter character(s) to use in the output. For example, you could set this parameter to "," to have TA use a comma as a delimiter.

Output Filename Enter the full path and name of the download file to create. If the file already exists, the output is concatenated to any existing data in the file.

Write Mode Enter "A" to append the data to an existing download file, "R" to replace the existing file with the new data, or "C" to create the new file (and have TA raise an error if the file already exists).

System Usage Download

A history of your organization’s use of TA is stored in the database. The System Usage download tracks and maintains this history of your database. This download provides the opportunity to access your organization’s usage patterns and to monitor improvement/changes to the database. Please note that the system preference, TA Database Name (on the General tab, under Miscellaneous), must be filled in order to run this download.

We suggest that you schedule the System Usage Download to run monthly for the best results.

When the download is run (there are no parameters), the results are added to the db statistics table. Each statistic is stored with the date when the program was run. Over a period of time, the table grows and contains a history of database statistics. A System Usage Download Report is generated to allow you to view your organization's database history.

The statistics capture:

the tables and columns are that used and to what degree

the code values and configuration settings that are used

the screens, reports, and procedures that are used and their performance

the queries and output profiles

The contents of the db statistics table is also be sent to Target Software so the contents can be reviewed and any specific recommendations can be made. TA Profile Download will allow TSI to continue to improve our service to our clients. By tracking each client’s TA usage and collecting the usage statistics, Target Software can apply this information to support our clients, improve enhancements by addressing specific usage styles and patterns, and develop future versions of TA. With this information, Target Software can recommend improvements to a Team

Team Approach 5.0.1


Approach database including addressing such issues as errors in query and output criteria, unusual growth in tables, incorrectly or poorly configured benefits, system preferences, and marketing codes, and maintenance procedures which are not being run.

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