Donations/Pledges {KOPS-5}


This two-Block option is used to record relevant data on donations and pledges which are made to the Institution.

Fields in the option:

Block 1:  Donation Information
Saved this block after data was entered and then block 2 must be processed.

Field Type
&
Length		 Description
Donation A7  This field is generated by the system. (Technical information: system use oracle sequence KMAN.KBGSEQ to get the value)
The user completes the following fields:
Donation Description A60 Enter a description for the donation e.g. cash, books or equipment.
Contact  N9 Select a contact from the <LIST> function.  The description of the Contact code is displayed. The Contact is maintain in option {KOPS-2}
ID A4 Select the appropriate code to identify the donation e.g. a first time donation, a donation from an existing donor, etc.  The description is displayed. Select a ID from the <LIST> function. The ID (Identification of Donations) is maintain in option {KCS-5}.
Type A4 Select an appropriate description for the donation if other than cash e.g. books, equipment, livestock etc.  The descrip­tion is displayed. Select a Type from the <LIST> function. The Type (Donations/Pledges Types) is maintain in option {KCS-6}.
Earmark A4 Select the pre-requisite for the allocation of the donation, or the cause for which the donation (or pledge) is made from the <LIST> function.  Examples may include donations for social upliftment or donations for handicapped students only.  The descrip­tion is displayed. The Earmark (Donations Earmark For) is maintain in option {KCS-7}.
Purpose A30 Enter the purpose of the donation, e.g. a contri­bution to the Institution's general fund, a trust, or for bursaries.
Remarks A80 x 3 Enter any additional information for the Donation or Pledge in the 3 Remark fields. Optional fields.
Value Received  N13 The value is displayed from Block 2, if the Donation or Pledge was received else it will default zero.
Value Canceled N13 The value is displayed from Block 2, if the Donation or Pledge was canceled else it will default zero.
Value Expected  N13 The value is displayed from Block 2, if the Donation or Pledge was not received or canceled else it will default zero.



Example:

Example of kops-5b1

 

Block 2:  Donation/Pledge Detail

A clear distinction is made between (M)oney donations and donations in (K)ind.  In (K)ind donations are considered to be (A)sset, (L)ibrary, (S)pace or (U)nknown.  (M)oney donations are considered to be for a (P)roject or a (T)rust.

For each block1 Donation record there can be a lot of block 2 Donation/Pledge Detail records. The minimum is one block 2 record.


Field Type
&
Length		 Description
Donation  A60 The code and description is brought forward from Block 1.
Type of Pledge  and Pledge Type Number  A1 + A7 Enter a unique code for the type of pledge.
Valid values are:
(A)sset, (L)ibrary, (S)pace, (U)nknown, (P)roject or (T)rust
In the case of Library and Unknown do not enter values in to Pledge Type number.
If Type of Pledge is Asset or Space, the user may enter (it optional) the Asset or the Space Building Number
The system will warn the user if an incorrect number is entered.
The Asset is maintain in option {AOPS-1} and Space in option {SPOPS-1}
For Type of Pledge Project or Trust, the user must enter the Project or Trust Number.
The system will warn the user if an incorrect number is entered.
The Project is maintain in option {KOPS-7} and Trust in option {KOPS-8}
GLA A4 + A8 In the case of Type of Pledge Project or Trust, the system will default the GL-Allocation from the Project or Trust definition. The GLA will be credited with the transaction amount when copied to the AR System.  The system will validate that the GLA is valid for the specified year and if so, the transaction will be updated.
Pledge N7 This field is generated by the system. (Technical information: system use oracle sequence KMAN.KBHSEQE to get the value) 
ID and Description  A1 This fields is populate by the system.  If the user enter (A)sset, (L)ibrary, (S)pace or (U)nknown, Type of Pledge, the system default a K and display Kind or (P)roject or (T)rust it default M and display Money.
Date Pledged  DD-MON-YYYY The default is system date, but the user may change the date if required.
Date Received DD-MON-YYYY This date cannot be updated by the user if the ID = (M)oney, will be update by option {KOPS-21} when this donation is copied to AR system.  If the ID = (K)ind, the user may update this field.
Date Cancelled  DD-MON-YYYY The user may enter a date to cancel a pledge that was made by a donor.  It will have the effect that the fields value received and value cancelled in Block 1 (see above) will be updated to reflect the cancellation.
Date Commence DD-MON-YYYY Most pledges are made in advance with a future / or target date.
Type A4 Enter the type of pledge e.g. books, buildings, cash, equipment, etc.  The description is displayed by the system. The Type is maintain in option {KOPS-6}
External Ref. A4 Enter the external reference number as per the pledge document received.
Status  A1 Status is displayed as (R)eceived, (C)ancelled or the field is left blank.  The status depends on the date received and date cancelled as described above.
Value  N13  Enter the monetary value of the pledge if the pledge ID is (M)oney.  The system will warn the user that input is not allowed if pledge is (K)ind. 
Interval  N2 Enter a value of 1, 2, 3, 4, 6 or 12 to indicate the monthly intervals between the pledges.  Note that a pledge will only be considered a donation once the value of either the cash or the goods have been received by the Institution.
Repetitions  N3 Enter any number to indicate the number of times the donation will be repeated.  For example, if the repetitions are set on 1 and the interval was set at one, the result will be recorded as a once off contribution.  If the repetitions are set to 4 and the interval is set to 3, the result will be recorded as 4 quarterly contributions.
Copied to Debtor A1 This field is not updateable by the user.  The default value is (N)o if (M)oney and (Y)es if in (K)ind.

If the ID=(M)oney, the following are displayed in the “Status” and the “Copied To Debtors” fields:

ACTION DATE RECEIVED DATE CANCELLED STATUS COPY TO DEBTORS
Initial Status Blank
(NULL value)		 Blank Blank (N)o
RUN copy program Date copied Blank (R)eceived (Y)es
User update If not blank and cancelled date
inserted:		 Cancelled date (R)eceived (N)o
If blank: Cancelled date (C)ancelled (Y)es
RUN copy program If not blank: Not blank (C)ancelled (Y)es

If the ID=(K)ind, the following are displayed in the “Status” and the “Copied To Debtors” fields:

DATE RECEIVED DATE CANCELLED STATUS COPY TO DEBTORS
Blank
(NULL value)		 Blank Blank (Y)es
Not blank Blank (R)eceived (Y)es
Not blank Not blank (C)ancelled (Y)es
Blank Not blank (C)ancelled (Y)es

Example:

Example of kops-5b2

 

Processing
Rules		  
  No special processing rules


See Also:



History Of Changes

Date System Version By Whom Job Description
11-Mar-2007 v01.0.0.0 Amanda Nell t135445 New manual format.
22-DEC-2008 v01.0.0.1 Ernie van den Berg t155163 Review manual.