Automatic Donor Matching During File Import or Scanning

If the account and routing numbers have been matched to a specific Donor (it matches the account and routing number in a Donor's Donor Account record), the Donor's information displays automatically.

Multiple Matches Found

If there is more than one Donor record that has the same bank account information, review the multiple matches and choose the appropriate Donor. The Donor field shows "Multiple Matches Found!" if you're working with a Batch that was just scanned. If you closed the Batch after scanning and before assigning Donors, click the Match Donors button to bring back the options drop-down menu for any Donations with multiple matches.

Click the drop-down menu to choose from the list of Donors who match the bank account information (this is common for a bank "bill pay" checks). Or, once in the Donor field, press the space bar and use the down arrow to select the Donor or enter search terms to filter the matches. If a Donor's First Name differs from their Nickname, both names display to assist in selecting the correct Donor.

When multiple matches display, you can't use the address and envelope number fields to search.

No Donor Matched

If a Donation has no associated Donor, then no Donor matched the donation's details (routing or account number or the ID used to match a Contact through BankOne.txt importing). Remember, that person can have a Contact record, and not have a Donor record. You can assign a Donor using one of the following methods.

Manually Search for a Matching Donor

You can search by name, address, or envelope number to identify a specific Donor.

Searching by Name or Address

When a user searches using the Donor Name or Address fields, the search results are grouped by the Household of each match. For example, if you search for "Aardvark, Aardy", you'll see all members of the Aardvark household. You can quickly see if there are two Household members with the same name and select the correct person.

You must type at least three characters to trigger name and address searches. You may abbreviate someone's name (for example, "Aard, A" to find "Aardvard, Andy"). You may also search for only the first name (for example, ",Andy"). You don't need to use wildcard symbols. For example, searching "Jon, Jo" will return "Jones, John".

No matter the Contact Status, as long as a Donor is in a Household, the Donor displays in the search results. If a Contact record exists without a Donor record, the Donor record is created when you assign the Contact as the Donor.

The Household name and address are in a gray box. Household members are listed in alphabetical order with a format of Last, Nickname (First), and their Household Position under Household information. First Name is only included if it's different than the Nickname. Italicized Household members don't currently have a Donor record. Households are separated by a black line. Assign the Donation to them to create a Donor record.

Once selected, the Donor's name, address, and envelope number (if available) display for the Donation row.

Searching by Envelope Number

If your church utilizes envelope numbers, you can use that number to match donors. This search box is slightly different than the other boxes. In the Env field, type the envelope number and tab to the next field. There are two things to consider when assigning and searching by envelope number:

• Envelope numbers should be unique per donor. We recommend assigning envelope number uniquely by donor. To ensure good data quality, review the Env File-Duplicate Number View regularly to correct duplicate envelope numbers.
• Envelope numbers can also be unique per donor by congregation. This method utilizes the authenticated User's Global Filter permissions and/or the Batch Congregation.

If there is exactly one match, the Donor's information displays automatically. If the search does not match, no Donor matches and the New Donor dialog box appears. Add a new Donor or search by the Donor's name or address using this dialog box.

Matching Logic when Multiple Donors share an Envelope Number and Global Filters are applied:

• If the Donor's Congregation aligns with currently authenticated User's Global Filters, this Donor is selected.
• If multiple Donors align within the scope of currently authenticated User's Global Filters, the Donor whose Congregation matches the Batch's Congregation is selected.
• If multiple Donors align within the scope of currently authenticated User's Global Filters and the Batch's Congregation, the Donor with lowest Donor ID is selected.

Matching Logic when Multiple Donors share an Envelope Number and Global Filters are NOT applied:

• If there are multiple matches for an envelope number and the currently authenticated user does not have Global Filers applied, the Donor's information with the lower Donor ID is selected.