User Defined Totals and Counts

Under Gift Codes on the Codes tab of Admin there are four user defined totals (UD Total) and four user defined counts (UD Count). For each of these you provide a name and the logic to be used to calculate the total. In addition there is one "snapshot" total and one "snapshot" count.

The first time you define a user defined total or count, you need to request that the total or count be calculated for all gifts in your data. If you change the definition of a total or count, you also need to request a recalculation. However, except for the "snapshots", once you have defined and calculated these, each time you add, change or delete a gift, the totals and counts are updated automatically.

Snapshot totals and counts are not automatically updated when you add, change or delete a gift. They are intended to be a static total, which you can refer to later, and may not be up to date. If you wish to update a snapshot total or count, return to the setup page in Admin and click on the Recalculate button.

In addition to user defined totals and counts, you can also set Donor Levels, to assign donors to a named level, depending on their giving history. To learn about Donor Levels, read this topic.

How to add a user defined total or count

To create a user defined gift total or count, follow these steps:

  1. Open the Admin tab from the Hello menu.
  2. Open the codes tab.
  3. From the list of code types on the left, select one of the UD Total or Count choices under Gifts.
  4. Enter a name for your total or count.
    1. This name appears in filters, lists, and reports, as well as in the Giving Summary tab of the Bio screen. Choose a name that is descriptive of the total or count.
  5. If you are adding a count, indicate if you wish to count gifts or years.
    1. If you select Years Given, the count will show the number of calendar years that a gift (matching the other criteria) has been received.
    2. Consecutive Years counts the number of consecutive years counting back from the most recent gift. For example, if a donor gives every year for 5 years, then skips a year, then gives for the past two years, the consecutive count is 2, not 5.
  6. Select a date range for the gifts to be included. You can use either the gift date or the date the gift was entered into ExceedFurther.
  7. Use the Gift Filter to select other gift criteria for this total or count.
  8. Use the Other Filter to set filters related to bio information or other data.
  9. For each gift type that you want included in your total or count, you need to indicate which gift methods to include.
    1. Select a gift type from the Gift Types drop down.
    2. Select all of the Gift Methods you wish to include for that gift type.
    3. For example, you may wish to include cash, check and credit card gifts, but not in-kind or stock. Or you may wish to include only in-kind gifts.
  10. Note that for in-kind gifts, the Gift Value rather than the Gift Amount is added to the total.
  11. As you select your gift type/gift method options, a list appears below, showing your choices. You can delete type/method pairs from this list by clicking on the X.
  12. If you wish to count soft credit gifts in this total or count, click on the Include Soft Credit check box.
  13. For totals, if you are using the Grants Module, you can choose to include grants and/or grant payments in your total.
  14. From the Fund drop-down, select the Funds to include in your total or count.
  15. Click on Save Parameters.
    1. If you want to calculate this total or count for all of your existing gifts, click on Recalculate UD Total/Count.
    2. The total or count is kept up to date automatically each time you add, delete for change a gift.
    3. These totals and counts appear on the Giving Summary tab of the BIo tab.