Check an Existing Profile and Donor Record

Check an Existing Profile and Donor Record

FIMS will not allow you to create duplicate Donor records (for the same ID code). Before you try to add a new Donor, you should make sure that the Profile does not already have a Donor record attached to it.

Once you determine that the Donor record does not exist, you should check to see that the Profile record without a Donor record exists. To check this possibility, select Inquiries > Lookup Profile ID Code or Inquiries > Profile Text Search. If the Profile also does not exist, you will have to create it before you can create the Donor record. Refer to Profile Entry in the Profile Management module for more information.

1. In the Donor and Gift Management module, click the Donors supertab.

Note: If this is the first time you have used the Donors supertab in this session, the Donor Data Grid will automatically open. If it does not, click the Search button on the toolbar (looks like binoculars) to open the data grid.

Tip: Use the Default View to search for Donors. This view includes all Donors that are currently in the system and is optimized to provide faster searching times.

2. Click the arrow in the Search By field and select the desired search criteria. The data grid will automatically sort its entries based on the selected criteria.

3. In the Find Record field, enter the first few characters of the data associated with the selected Search By field. The data grid will automatically scroll through the list as you enter each character.

4. Scan the lookup list to see if the Donor has an existing record.

Note: You can also click the Find Again or Find All button to find matching records. 

If you cannot find the name, the Donor does not have a Donor record in the database. However, they may still have a Profile record.

5. Use the Lookup Profile ID Code or Profile Text Search inquiry to search for an existing Profile record.

6. Do one of the following:

• If the Profile record does not exist, click the New Profile button on the toolbar to create a new Profile and Donor record (the Donor record will automatically be created when you save the Profile record).
• If the Profile record does exist (but the Donor record does not), click the New Donor button on the toolbar to create a new Donor record.