The accurate processing of data is vital in maintaining the integrity of client databases.

A separate file is created for each campaign of each charity. Response slips are entered by batch in accordance with the campaigns that they relate to. Wherever possible, donation forms include a URN (Unique Reference Number) which identifies the individual donor. Datacapture is done against this URN as follows:

• We ensure that the number matches with the name printed on the slip and other details agree. If the name does not match it is probably because the wrong URN has been called up.
• We then enter the correct Campaign reference.
• Enter the gift amount.
• Enter the method of payment using the following codes:
  1. = Cash
  2. = Cheque
  3. = Credit Card
  4. = Postal Order
  5. = CAF
  6. = Other
• If gift aid has been ticked this is marked on the individual's record.

Card Payments

Entering the data is as above.

Once entered the card slips for the total batch (all campaigns) are placed in one batch with a "post it" type note on top listing the batch number and marked "entered". These are then returned for separate filing.

CAF and other Vouchers

CAF and other charitable vouchers are processed the same as cheques.

If there are vouchers attached to the slip, once entered the slip and voucher are separated. On the voucher in the top right hand corner are written the file number and batch number, that the CAF or other voucher was entered. The vouchers are then batched and passed over for processing to CAF.

Adjustments

Any adjustments for example deaths, change of details or request for deletion are recorded using the contact menu.

IDS Slips

IDS slips (internal donation slips) are used where a donation is received without a slip. For Anonymous donors an entry is recorded in the row after the last entry in the file detailing Anonymous (in the name column) gift amount, payment type and batch number. Wherever possible try to marry the donation with a donor. Usually with cheque donations will have a name. In the case of cheques we record the bank branch details to help identify the locality. Using the "contact search" function the database is searched by name. Where it is not possible to locate a donor an entry is made similar to anonymous donations. An entry should be recorded in the row after the last entry in the file detailing name, amount, payment type and batch number.

Checking Data Entry

After completing data entry the totals on the first donation screen are recorded on the lower part of the batch header. This should correspond to the totals on the top part of the batch header. If they don't the data entry clerk should investigate. Once agreed the data entry clerk signs the batch header.