Code Types

Codes are attached to many types of records in ExceedFurther. In the list below, Tags are also included so you can see the full list of places where you can append from a list of values you have defined.

Household and Organization Type

The Type code is the basic category for an household or organization. For households you can use this to separate such things as families, student households, individuals, and so forth.

Organization types might include corporations, small businesses, churches, clubs, foundations and media organizations, or any other groups that you might have in your data.

Since each household or organization can have only one Type code, it is not a good idea to use this for such things as donors, prospects, staff, parents, and patrons, since someone might be a donor, on the staff and a parent all at the same time. For these types of categories, use Tags instead, since you can add any number of Tags to a household or organization.

Household and Organization Source

The Source code indicates the source of the name or organization: how did this name come to be on your list? Did it come from a prospect list, a friend of a board member, in response to a news article?

The Source code can be used with various reports to compare the results of acquiring names from different places. For example, you can run the One Period All statistics report, grouping the data by Source code, to see a direct comparison of giving by names from your different sources.

Name Prefix

Prefixes are attached to names. They are created in the Codes tab of the Admin tab to enforce consistency in their use. Each prefix is attached to a single name, so you should define prefixes like "Mr.", "Dr.", and "Mrs." but not "Mr. and Mrs." When you enter two names and make them a couple, their prefixes will be automatically joined with "and".

Activity Type

The Activity Type code records the general type of activity, such as a prospect meeting, phone call, or follow up email. Tracking activities by Type not only gives you a quick glance at what's on your Task List/Tickler, it can also help you get an overall picture of how you and others are spending your time. By using the Activity Statistics report, you can see counts of what types of activities have been undertaken.

Activity Campaign

If an activity is undertaken as part of a campaign, you can assign a Campaign code. If you are using the Campaign Manager, campaigns and their codes are defined within the manager, and consist of a goal, a list of prospects segmented in various ways, and a set of stages that you plan to take each prospect through on the way to making a gift to the campaign. In the course of moving a prospect through the stages, there are probably multiple activities undertaken with that prospect. By adding the Campaign code to each activity, you can get an overall view of the level of effort that is happening in the campaign.

If you do not use the Campaign Manager, you can still define campaign codes on the Codes tab and attach them to activities to track the activities you and others are undertaking for the campaign.

Activity Reason

Reason codes are primarily intended to be attached to gifts. They record the appeal or motivation for the gift. If an activity is undertaken in conjunction with an appeal, then you can attach the corresponding Reason code to the activity. This can link the activity to the resulting gift and help you evaluate the results of undertaking certain activities.

Activity Event

If an activity is undertaken as part of a special event, like a dinner or tournament, you can attach the Event code to the activity. If you are using the Event Manager, events and their codes are defined within the manager. If you are not using the Event Manager, you can define Event codes on the Codes tab.

Relationship

When you link two names by adding a relationship, you can append a Relationship code to indicate the type of relationship, like parent, club member, employee or board member.

Often when you establish a relationship from one person to another, you may want to establish a relationship in the opposite direction, perhaps with a different code. For example, Grandparent and Grandchild, or Employed by and Employee of. These are called Reciprocal Relationships, and you define them when you define your relationship codes.

There is a special Relationship code of "Same." This is used to link two individuals together when they are the same person. For example, you may have a person within a household and the same person within an organization, perhaps where they work.

Gift Method

The Gift Method indicates the form of payment for a gift, for example, check, credit card or on-line. When you select a Method code to attach to a gift, you may be asked to fill in additional fields, depending on the Method selected. These fields are explained in the Gift Methods topic.

Each Method code is considered Cash or Non-cash. This is used in several gift reports.

Gift Reason

The Reason code records the motivation or appeal that prompted the donor to make the gift. You can establish Reason codes at a high level, such as Direct Mail and Newsletter, or you can create Reason codes for each different letter you send in your direct mail campaign and for each newsletter. The level you use depends on how much analysis you want to do with the results.

When an appeal is by mail, you can also use Mailing tags to append to each gift, and these can be used to add more detail. If you are segmenting your prospects, you can assign Mailing tags to each name to specify the appeal letter they will receive. Then when gifts come in, you can append the same Mailing tag to the gift, with a more general Reason code.

Reason codes can have additional fields added: Number of pieces sent, total cost, mailing date, the goal, and the Campaign code that this appeal is part of. These additional fields are used in the Mailing Analysis Report to allow you to compare the results of different appeals.

Gift Fund

If you receive a gift that has some restrictions about how it is to be used, you can create and attach a Fund code. Fund codes help you track the purpose of a gift. You should also create some more generic Fund codes, such as Annual Fund or Unrestricted Fund so that each gift has a designated Fund attached.

Fund codes are used when posting to Quickbooks. They are translated into Classes in Quickbooks.

If a gift is intended to be used partly for one purpose and partly for another, you can split the gift among funds, allocating to each Fund code the amount that is intended for that purpose.

Gift Campaign

Gifts can be tracked as part of a larger campaign by assigning a Campaign code to each gift. If you are using the Campaign Manager, campaigns and their codes are defined within the manager, and include a campaign goal. Each gift you add with the Campaign code attached is counted toward the goal and appears in the Gift Range Chart in its proper category of gift size.

If you do not use the Campaign Manager, you can still define campaign codes on the Codes tab and attach them to gifts to track the progress of each campaign.

If you are using the Campaign Manager, when you attach a campaign code to a gift, ExceedFurther checks to see if the name is in the Campaign Prospect List. If not, you are given several options to either add the name to the prospect list or credit the gift to another name from the same household or entity that is on the prospect list.

You can turn off this feature if you wish by checking the "Do Not Add Prospects" check box when you add or edit a Campaign code in the Codes tab of Admin.

Gift Event

If a gift is given for a special event, like a dinner or tournament, you can attach the corresponding Event code to the gift. If you are using the Event Manager, events and their codes are defined within the manager. If you are not using the Event Manager, you can define Event codes on the Codes tab.

Gift Membership Level

When a member pays dues to join or renew a membership, you can associate a Membership Level code with the dues payment. You use the same list of Membership Level codes when you create and update membership information in the Membership Manager.

Gift Credit

Gift Credit codes are mostly included for accounting purposes. They correspond to Items in the Quickbooks interface, but can be used for any other purpose if you are not using Quickbooks. If you are using the Quickbooks interface, you should create your Credit codes in consultation with your bookkeeper so they can be matched to the Item definitions.

Gift Tribute

When you receive a gift in honor or memory of someone, you can create a tribute. This is not a "code" but rather you record the first and last name of the honoree, along with a link to a family member who should be informed of the gifts. You also indicate if this is in honor or in memory. You can choose "Memorial Other" or "Honor Other" for situations where the gift is in tribute to a pet or something other than a person.

These tributes appear on the Codes tab of the Admin screen. You can also create a Tribute during gift entry, from the Add Gift screen, by clicking on the + next to the Tribute drop down list.

Mailing Tags

If a gift is received as the result of a mailing, you can attach a Mailing tag to the gift. Mailing tags can also be attached to households, organizations and names to indicate who should be included in a particular mailing.

Membership Level

Membership levels are defined in the Codes tab and include an optional dues range for each level. These amounts are only a guide to selecting the membership that corresponds to the dues paid, they do not automatically assign a level based on the dues.

You can also establish an order for your Membership level codes so they appear in a list as you would prefer rather than alphabetically.

Membership Drop Reason

A membership can be terminated from the Membership Manager. The Drop Reason codes are used to record the reason for dropping the membership.

Campaign Stage

When you are running a campaign, you generally try to move prospects through various stages toward a gift. For example, you may need to do some research about them, then build a cultivation strategy, before you can make the ask, follow up, and then steward their gift. You can define these stages using Stage codes.

Once you have defined your stages, you can put them in the correct order that your would expect a prospect to go through.

Campaign Ask Range

As you research your prospects, you may want to categorize them into groups depending on the level of gift you might expect. These Ask Range codes match up with your Gift Range Chart so you can use them to count the number of prospects you have at each level in the chart.

Ask Range codes and their associated amount ranges are not defined on the Codes tab but rather in the Gift Size Table tab of the Admin tab.

Event Sponsorship

Event Sponsorship codes define the gift amount that corresponds to each sponsorship for an event. In addition, you can specify the number of seats or other groupings that are included with a particular Sponsorship code.

Since you may have several different events and they may not all have the same sponsorships available, after you have defined your Sponsorship codes and their gift amounts and groupings, you can assign different codes to different events.

Define Event Sponsorship codes on the Codes tab in Admin, in the Gift section, Sponsorship. After you have defined them, select Event Sponsorship in the Gift section to attach the codes to your events.

Volunteer Source

Volunteer Source codes record the source of the volunteer name. For example, a volunteer may have heard of you through a friend, from your newsletter or from a volunteer website. By recording the sources of your volunteers, you can evaluate your strategy for find volunteers.

Volunteer Location

If you use volunteers in different locations, you can set up Volunteer Location codes. These can be attached to job schedules and to volunteers so that you can match volunteers to the jobs in their location.

Volunteer Project

A volunteer project is a way to group together related jobs. It can also be used as a place holder for future volunteer activities that are not yet ready to schedule. Volunteer projects are defined in the Volunteer Manager.

Volunteer Job

Volunteer jobs are defined in the Volunteer Manager. You can attach Volunteer Tags to a job definition to indicate the skills and interests that a volunteer should have to be assigned to this job. Jobs can be added to a calendar, and then you can schedule volunteers to work at those jobs.

Volunteer Task

Volunteer Task codes define the individual tasks that you need volunteers to undertake. These Tasks can then be combined into Jobs and Projects using the Volunteer Manager. For each Task code, you can append Volunteer Tags to indicate the skills and interests that a volunteer should have to be assigned to this task.

Grant Activity

Activities can be assigned to proposals and grants in the Grants Manager. Each activity can be assigned a grant Activity code to indicate the type of activity, such as a site visit, request for a report, or a meeting.

Grant Payment Type

Each grant awarded can have any number of payments attached, each with an amount, date, status, fund and notes. The Payment Type code can record different sources of the payments, such as a donor advised fund, a special interest pooled fund, or general grant funds. If you do not have these kinds of sources, you can also use it to record the method of payment, such as a wire transfer or a check.

Grant Payment Fund

If you are making grants, you may wish to categorize your payments by the specific fund that they come from, perhaps a donor advised fund or a scholarship fund. If you are receiving grants, you can use this to record the fund the grant is directed to within your organization.

Fund codes are defined on the Codes tab on the Admin tab in the Gifts section. The list of Fund codes available for gifts and grants is the same. If a donor sets up a fund in your foundation, you would create a Fund code and use it for both the gifts being received into that fund and the grants being made from that fund. The Fund Activity report shows both types of transactions, grouped by Fund code.

Guest Relationship

When families come to stay, sometimes it is the parents who come, sometimes the grandparents, aunts and uncles, friends and so forth. The Relationship codes are used to record the relationship between the guest and the patient.

Guest Stay Location Type

Each room that is available to a guest is located in a Ronald McDonald House, a hotel, a private home, a hospital day room, or somewhere similar. You use Location Type codes to define the various locations that you use. You then define Guest Location codes and assign a Location Type to each one.

Guest Stay Location

Rooms are assigned a Stay Location code to indicate where the room is located. Each Stay Location code is assigned a Stay Location Type. You can use these to filter your guest information to view one or several locations at the same time.

If you are using the RADAR export report for your annual reporting, you also need to add your iMIS ID to each stay location. This is the ID that is assigned to each House and Family Room location, not the overall chapter iMIS ID. That is entered on the Client Defaults tab.

Guest Room Number

Before you can add a guest to a room in ExceedFurther, you need to define all of your rooms by creating Room Number codes. These are used to keep track of which families are staying in which room at any point in time.

When you define a Room Number code, you also add the stay location of the room, the phone extension, the maximum bed capacity, and the nightly rate. Any comments that you add are displayed in the Guest Manager screen to help you move families into specific rooms. You can use the comments field to record the number and types of beds in a room, along with other details that you need to make good decisions about selecting appropriate rooms for families.

Guest Priority

Guest Priority codes are used in the Wait and Request lists to assist in deciding what families should be accommodated first from the list. When you define these Priority codes, you also rank them in order of importance so you can sort your lists by priority.

Guest Region

Region codes indicate where guest families come from and are useful for understanding and reporting the extent of your reach. They can be specific neighborhoods or broad areas, counties or states, depending on what level of detail you wish to report.

Guest Diagnosis

Diagnosis codes are attached to patients of families who use your services. They are used to generate statistics about the types of families you serve.

Guest Medical Facility

You can define Medical Facility codes to track the hospitals and other facilities where your families' patients are being treated.

Guest Ethnicity

Ethnicity codes are attached to patients and are used in statistical reports.

Guest Paid By

When guest charges are created, you can indicate whom you expect to pay the charge. There is one built-in code of GUEST to indicate that the guest is going to pay, but you can also define codes for any third party payors who might pay some or all of a guest bill. A guest bill can be split among several payors, including the guest and one or more third parties.

When a payment against a charge is received, you also attach the Paid By code to indicate who actually made the payment.

If the Paid By code is for a third party, you link the code to an organization and name in the ExceedFurther data. This organization and name, plus their address, can be used to generate invoices to send for payment.

Guest Charge Type

When you create a bill for a family's stay, you can simply charge them for the nights in the room. But if there are additional charges that come from other services, you can add those to the bill using the Chart Type code. A charge type can be set up with a set rate and you can designate a sort order for charge types so they appear in an order other than alphabetical.

Guest Item Type

When guests stay at your House, they may check out certain items for use during their stay. These items might be things like iPads and breast pumps that you might charge for. Or they might be small things like CDs that you would just like to keep track of. You can use Item Type codes to define all of the kinds of items that you check out. For each Item, you create an Item code, including the Item Type, so that you can keep track of each individual item.

Guest Item

Item codes are defined for each item that a guest might check out and that you would like to track, either for charging or simply for your inventory control. Each Item code is assigned an Item Type, a description and a rate. You can also attach a unique identifier for that item, such as a serial number, to each Item code, using the Asset Tag field.

Guest Service

Service codes are used to record any additional services provided to guests during their stay. Unlike Items, Services are not checked out and in, but are attached to a stay for a date or range of dates. They may or may not include a charge.