Gift History – Export

Gift History – Export

This export creates a plain text (ASCII) file called Gift.txt that contains all Gift record data fields. You can use this file as a merge file for thank-you letters, envelopes, labels, or reports. It is especially useful if you inadvertently posted your Gift records without creating your thank you letters.

This export uses the same fields as the Gift Acknowledgements – Export (available from the Processes tab on the Unposted Gifts super tab), except that the fields in this export come from posted Gifts. Refer to Running the Gift Acknowledgements Export in the Donor and Gift Management module for more information.

TIP: Recommendation: Although you can use this export to create ad-hoc reports, the User Defined Gift History Export is generally a better choice for that purpose. Refer to the User Defined Gift History Export for more information.

How to run the Gift History Export

1. Go to Reports > Gifts > Gift History Export. The FIMS Report Selections window opens with the Acknowledgement Format Tab selected.

2. In the Date of acknowledgment field, enter the date that you want to use as the default acknowledgment date for the gift records you are exporting. The current date is entered into this field by default.

3. Select one of the Update Acknowledgment Date options to indicate when you want to use the date specified in the Date of acknowledgment field:

• Always: Uses the date specified in the Date of acknowledgment field for all of the Gift records you are exporting (overwriting any date that is already there).
• Never: Does not use the date specified in the Date of acknowledgment field for any of the Gift records you are exporting.
• When Blank: Uses the date specified in the Date of acknowledgment field only when the Acknowledgment Date field on the Gift record is blank.

 4. (Optional) If you want to create a separate data file that contains information to create carbon copy acknowledgment letters (for the Profiles specified in the CC: ID Code field on the Acknowledgment tab), do the following:

• Select the Create Carbon Copy Acknowledgment File checkbox.
• Enter the path and file name for the secondary file in the text field below the checkbox.

Note: The file name for the secondary data file must be different than the initial data file.

5. Configure the desired Selections, Sorting, Affiliations, Mailing and Send To criteria. Optionally create a saved report to save selections that were made.

Refer to Running Standard FIMS Reports for more information about configuring your export criteria.

6. Click Run Report

7. You will see this message showing how many records were exported or skipped. Optionally check the checkboxes to Create Contacts or Affiliations then click OK:

You can create Contacts or add Affiliation codes to each unique Profile ID code included in this report, directly from the FIMS viewer. Refer to Creating Contacts from Reports and/or Exports in the Introduction and Adding Affiliations from Reports and/or Exports in the Profile Management module for more information.

8. You will see a message showing that the export was complete, and it will display the location to where the Gift.txt file was exported: