Manageeventrecords
withBookkeeping
Usethetablebelowtodeterminewhatyouwanttodo.
Whatdoyouwantto
create/do?
Whatyouwillaccomplish
Whatyouneedtosetup
Access
Bookkeeping
for
a
Thon
event
AccesstheBookkeepingfeature
foraneventsite
Theeventsitemustexist
ManageInitiativeRecords
View
login
information
for
a
sup-
porter
Viewtheusernameforanevent
supporter
ManageInitiativeRecordsin
eventBookkeeping
Send
login
information
to
a
sup-
porter
Sendusernameinformationand
alinktochangethepasswordto
aneventsupporter
ManageInitiativeRecordsin
eventBookkeeping
Change
a
supporter’s
event
role
UseBookkeepingtochangethe
roleoraneventsupporter
ManageInitiativeRecordsin
eventBookkeeping
Change
a
participant’s
fun-
draising
goal
Changethefundraisinggoalofan
eventparticipant
ManageInitiativeRecordsin
eventBookkeeping
Move
a
participant
from
one
event
to
another
Moveaparticipantfromone
Thoneventtoanother
ManageInitiativeRecordsin
eventBookkeeping
Move
a
donation
to
a
different
supporter
Givecredittoanotherdonorby
movingasupporter’sdonation
toanothersupporter
ManageInitiativeRecordsin
eventBookkeeping
Change
credits
and
debits
Changethecreditanddebit
informationforaneventpar-
ticipant
ManageInitiativeRecordsin
eventBookkeeping
Reverse
a
transaction
(full
and
partial
reversal)
Reverseatransaction(for
example,gift,payment,ororder
suchaspurchaseandregis-
tration)
ManageInitiativeRecordsin
eventBookkeeping
Change
a
volunteer’s
event
pos-
ition
Changeavolunteer’spositionfor
anevent
ManageInitiativeRecordsin
eventBookkeeping
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Update
the
Honor
Roll
scroll
Updatetheinformationthat
appearsinadonor’sHonorRoll
scroll
ManageInitiativeRecordsin
eventBookkeeping
Update
event
fields
Updateeventfieldinformation
foraparticipant,thesameevent
fieldforseveralparticipants,or
differenteventfieldsformultiple
participant
ManageInitiativeRecordsin
eventBookkeeping
Change
the
donation
credit
for
an
eCommerce
purchase
Changethedonationcreditand
aneCommercepurchasemade
fromaThoneventsite
ManageInitiativeRecordsin
eventBookkeeping
Update
the
status
of
an
eCom-
merce
purchase
UpdatethestatusofaneCom-
mercepurchasemadefroman
eventsite
ManageInitiativeRecordsin
eventBookkeeping
ManagePendingTransactions
Confirm
pending
donations
Confirmpendingdonationspar-
ticipantsenterinthedatabase
fromtheirpersonalheadquarters
PendingDonationsineventBook-
keeping
Confirm
pending
scheduled
pay-
ments
Confirmrecurringdonations
madeviaaThoneventsite
PendingScheduledPaymentsin
eventBookkeeping
Stop
a
recurring
payment
Deletefuturescheduledpay-
mentsmadeviaaThoneventsite
PendingScheduledPaymentsin
eventBookkeeping
Confirm
pending
matching
gifts
Confirmpendingmatchinggifts
enteredintothedatabase
PendingMatchingGiftsinevent
Bookkeeping
Confirm
pending
team
requests
Approveateamrequestfroman
eventparticipant
PendingTeamRequestinevent
Bookkeeping
Confirm
pending
sponsorships
Confirmpendingsponsorship
transactions
PendingSponsorshipsinevent
Bookkeeping
ManageBatchTransactions
Enter
transactions
as
a
batch
using
Key
Entry
Enterregistrations,gifts,orspon-
sorshipinformationforeventpar-
ticipantsusingaKeyEntrybatch
BatchEntrySystemineventBook-
keeping
Enter
transactions
as
a
batch
using
CSV
Import
Batch
Enterregistrations,gifts,orspon-
sorshipinformationforeventpar-
ticipantsusingaCSVbatch
BatchEntrySystemineventBook-
keeping
Apply
automatic
charges
(Auto-
Charge)
Enablethesystemtoauto-
maticallychargeeventpar-
ticipants’creditcardsifthe
participantsdonotmeet
BatchAuto-ChargeToolinevent
Bookkeeping
128
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requiredminimumfundraising
goals
Review
failed
auto
charge
pay-
ments
ReviewthestatusofAuto-Charge
payments
ReviewFailedAuto-ChargePay-
mentsineventBookkeeping
ManageSingleTransactions
Enter
a
single
donation
for
an
event
participant
Enteragiftforaneworexisting
donor
GiftEntryineventBookkeeping
Register
a
participant
Registeraparticipantforanevent
RegistrationEntryineventBook-
keeping
Enter
a
sponsor
Enteraneventsponsorinthe
database
SingleSponsorshipEntryinevent
Bookkeeping
Enter
a
purchase
Enterapurchaseforaneventpar-
ticipant
SingleEcommerceEntryinevent
Bookkeeping
Enter
a
participant
in
an
Oppor-
tunity
Drawing
Enteraneventparticipantinan
OpportunityDrawing
SingleOpportunityDrawEntryin
eventBookkeeping
Register
a
volunteer
Registeravolunteerforanevent
VolunteerRegistrationEntryin
eventBookkeeping
} AccessBookkeepingforaThonevent
UsethisproceduretoaccessBookkeepingforaThonevent.
Prerequisites
l
TheThoneventsiteiscreated
Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,selectCommunities>
SpecialEvents>FriendsAskingFriends>KinteraThon.
l
Highlighttheevent’snameandthenselectBookkeeping.
Note:AfteraccessingBookkeepingforaThonevent,youcanmanageasupporter’sinitiativerecords,pending
transactions,batchtransactions,andsingletransactions.
} ViewlogininformationforasupporterusingeventBookkeeping
UsethisproceduretoviewlogininformationforaThoneventsupporter.
Prerequisites
l
TheThoneventsiteiscreated
M
ANAGE EVENT RECORDSWITH
B
OOKKEEPING
129
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Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,select
Communities>SpecialEvents>FriendsAskingFriends>KinteraThon.
1.
Highlighttheevent’snameandthenselectBookkeeping.TheBookkeepingpageopens.
2.
ForEditTransactions,clickManageInitiativeRecords.TheManageInitiativeRecordspageopens.
3.
ForShowMe,verifythattheParticipantsoptionisselected.
4.
Searchforthesupporter,orclickShowAlltodisplayallsupportersoftheThonevent.
5.
ClickEditforthesupporterwhoseusernameandpasswordinformationyouwanttoview.TheEdit
Participantpageopens.
6.
UnderEditRecord–GeneralInformation,viewthesupporter’sUsernameinformation.
Note:SendlogininformationtoasupporterbyclickingSendResetPasswordnow.Whenyousendlogin
information,SpheresendsanE-mailtothesupporterthatcontainstheloginnameandalinktochange
thepassword.ThesupportercanclickthelinkintheE-mailtochangethepassword,andthenloginto
theeventWebsiteusingthenewinformation.
} SendlogininformationtoasupporterusingeventBookkeeping
Usethisproceduretosendlogininformationtoaneventsupporter.Asupportermayhaveprovidedthis
informationwhenregisteringfortheevent,andmaylaterrequestittologintotheirpersonalheadquarters.
Whenyousendlogininformation,SpheresendsanE-mailtothesupporterthatcontainstheloginnameanda
linktochangethepassword.ThesupportercanclickthelinkintheE-mailtochangethepassword,andthenlog
intotheeventWebsiteusingthenewinformation.
Prerequisites
l
TheThoneventsiteiscreated
l
Thesupporter’susernameandpasswordinformationisalreadyinthedatabase
Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,select
Communities>SpecialEvents>FriendsAskingFriends>KinteraThon.
1.
Highlighttheevent’snameandthenselectBookkeeping.TheBookkeepingpageopens.
2.
ForEditTransactions,clickManageInitiativeRecords.TheManageInitiativeRecordspageopens.
3.
ForShowMe,verifythattheParticipantsoptionisselected.
4.
Searchforthesupporter,orclickShowAlltodisplayallsupportersoftheThonevent.
5.
ClickEditforthesupporterwhoseusernameandpasswordinformationyouwanttosend.TheEdit
Participantpageopens.
6.
UnderEditRecord–GeneralInformation,clickSendResetPasswordnow.Apageopens,informingyou
thatthelogininformationwassent.ThesupporterwillreceiveanE-mailmessagethatcontainsthelogin
130
C
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nameandalinktochangethepassword.
} Changeasupporter'seventroleusingeventBookkeeping
Usethisproceduretochangeasupporter’seventrole.Forexample,ifduringeventregistrationasupporter
signeduptoassumetheroleofTeamMemberandwouldnowprefertoassumetheroleofTeamCo-Captain,
youcanassignthesupportertothenewrole.
Note:IfasupporterischangingfromTeamCaptaintoanotherrole,makesurethatanotherteammemberhas
assumedtheroleofTeamCaptainbeforemakingthechange.
Prerequisites
l
TheThoneventsiteiscreated
Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,selectCommunities>
SpecialEvents>FriendsAskingFriends>KinteraThon.
1.
Highlighttheevent’snameandthenselectBookkeeping.TheBookkeepingpageopens.
2.
ForEditTransactions,clickManageInitiativeRecords.TheManageInitiativeRecordspageopens.
3.
ForShowMe,verifythattheParticipantsoptionisselected.
4.
Searchforthesupporter,orclickShowAlltodisplayallsupportersoftheThonevent.
5.
ClickEditforthesupporterwhoseroleyouwanttochange.theEditParticipantpageopens.
6.
SelecttheEditRegistrationInformationtab.
ThefieldlabeledCurrentRoleshowsthesupporter’scurrentrole.Theroleswerecreatedwhenthe
companyorpyramidstructurewassetup,andthesupporterwasassignedtoarolewhenregisteringfor
theevent.Belowthefieldisalistofavailablerolesasupportercanassume.
7.
Clickthedesiredrole(forexample,JoinaTeam).
Dependingonyourselection,youwillneedtoperformadditionalsteps.
8.
Afteryoumakeyourselection,theCurrentRolefieldshowsthesupporter’snewrole.
9.
ClickSave.
10.
Inthepopupwindow,confirmthatyouwanttomakethechange.Apageopens,informingyouthatthe
registrationhasbeenupdated.
} Changeaparticipant'sfundraisinggoalusingeventBookkeeping
Usethisproceduretochangeaparticipant’sfundraisinggoal.
Prerequisites
l
TheThoneventsiteiscreated
Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,selectCommunities>
SpecialEvents>FriendsAskingFriends>KinteraThon.
M
ANAGE EVENT RECORDSWITH
B
OOKKEEPING
131
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1.
Highlighttheevent’snameandthenselectBookkeeping.TheBookkeepingpageopens.
2.
ForEditTransactions,clickManageInitiativeRecords.TheManageInitiativeRecordspageopens.
3.
ForShowMe,verifythattheParticipantsoptionisselected.
4.
Searchfortheparticipant,orclickShowAlltodisplayallparticipantsoftheThonevent.
5.
ClickEditfortheparticipantwhosefundraisinggoalyouwanttochange.TheEditParticipantpageopens.
6.
SelecttheEditRegistrationInformationtab.
7.
ForFundraisingGoal,enterthenewgoalamount.
8.
ClickSave.
9.
Inthepopupwindow,confirmthatyouwanttomakethechange.Apageopens,informingyouthatthe
registrationhasbeenupdated.
10.
ClickContinueeditingthesamerecord.
11.
VerifythenewgoalamountintheFundraisingGoalfield.
} MoveaparticipantfromoneeventtoanotherusingeventBookkeeping
UsethisproceduretomoveaparticipantfromoneThoneventtoanother.
Note:IfyouplantomoveaparticipantwhohastheroleofTeamCaptaintoanotherevent,youmustfirstmake
anotherparticipanttheTeamCaptain.
Prerequisites
l
TheThoneventtowhichyouaremovingtheparticipantisalreadycreated
l
Theparticipantexistsinthedatabase
Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,select
Communities>SpecialEvents>FriendsAskingFriends>KinteraThon.
1.
Highlighttheevent’snameandthenselectBookkeeping.TheBookkeepingpageopens.
2.
ForEditTransactions,clickManageInitiativeRecords.TheManageInitiativeRecordspageopens.
3.
ForShowMe,verifythattheParticipantsoptionisselected.
4.
Searchfortheparticipant,orclickShowAlltodisplayallparticipantsoftheThonevent.
5.
ClickEditfortheparticipantyouwanttomovetoanotherevent.TheEditParticipantpageopens.
6.
SelecttheEditEventInformationtab.
7.
UnderMoveParticipanttoAnotherEvent,clickthelinkClicktoMoveParticipant.
TheMoveParticipanttoNewEventpageopens,andshowsalistofevents.Theeventstowhichyoucan
movetheparticipantwillcontainaradiobutton.Ifitdoesnot,thisisbecausetheneweventdoesnot
havethesameWebsitestatusastheeventfromwhichyouaremovingtheparticipant(forexample,the
currenteventisactiveandtheothereventisnotactive).
132
C
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2
8.
Clicktheradiobuttonforthedesiredevent,andthenclickNext.
9.
ForRegistrationType,iftheeventhasotherregistrationtypesandyouwanttoselectadifferent
registrationtypefortheparticipant,selectitfromthelist.Otherwise,leavethedefaultselectionofNo
ChangeinRegTypetomovetheparticipanttotheneweventwithoutchangingtheoriginalregistration
type.
10.
SelecttheEmailRegistrationConfirmationcheckboxifyouwanttheparticipanttoreceiveanotification
E-mail,notifyingtheparticipantofthemove.
11.
ClickFinish.
12.
ClickClose.TheparticipantwillreceiveanE-mailmessage.TheSubjectlineofthemessagewillcontainthe
nameoftheeventtowhichtheparticipanthasbeenmoved.
} MoveadonationtoadifferentsupporterusingeventBookkeeping
Usethisproceduretomoveasupporter’sdonationtoanothersupporterusingeventBookkeeping.Bydoing
this,youwillgivecredittoanotherdonor.
Prerequisites
l
TheThoneventsiteisalreadycreated
l
Thedonorsalreadyexistinthedatabase
Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,select
Communities>SpecialEvents>FriendsAskingFriends>KinteraThon.
1.
Highlighttheevent’snameandthenselectBookkeeping.TheBookkeepingpageopens.
2.
UnderEditTransactions,clickManageInitiativeRecords.TheManageInitiativeRecordspageopens.
3.
ForShowMe,clickDonors.
4.
Searchforthedonor,orclickShowAlltodisplayalldonorsfortheevent.
5.
ClickEditforthedonorwhosegiftyouwillmovetoanothersupporter.TheEditDonorpageopens,and
theGeneralInformationtabisinfocus.
6.
UnderEditRecord–DonationCredit,clicktheappropriateoption.
7.
Inthewindowthatappears,clicktheoptionfortheparticipant,team,orothereventtowhichthe
donationwillbemoved.Thenameofthenewparticipant,team,oreventwillbedisplayednexttothe
optionyouchoose.
8.
ClickSave.
} ChangecreditsanddebitsforaparticipantusingeventBookkeeping
Usethisproceduretochangecreditanddebitinformationforaneventparticipant.
Prerequisites
M
ANAGE EVENT RECORDSWITH
B
OOKKEEPING
133
l
TheThoneventsiteisalreadycreated
l
Creditsanddebitsarealreadysetup
Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,selectCommunities>
SpecialEvents>FriendsAskingFriends>KinteraThon.
1.
Highlighttheevent’snameandthenselectBookkeeping.TheBookkeepingpageopens.
2.
ForEditTransactions,clickManageInitiativeRecords.TheManageInitiativeRecordspageopens.
3.
ForShowMe,verifythattheParticipantsoptionisselected.
4.
Searchfortheparticipant,orclickShowAlltodisplayallparticipantsoftheThonevent.
5.
ClickEditfortheparticipantforwhomyouwanttochangecreditsordebits.TheEditParticipantpage
opens,andtheGeneralInformationtabisinfocus.
6.
IntheMiscellaneousCreditsandCurrentBalancefields,takenoteofthevaluesdisplayedinthosefields.
Youwillneedtoverifythisinformationlaterwhenyouchangetheparticipant’screditordebit.Ifthese
fieldsdonotappearonthescreen,thismeansthatacreditordebitwasnotinitiallyappliedtothe
participant’srecord.
7.
SelecttheApply/EditCredits&Debitstab,andthenperformthefollowingstepsifyouwanttoapplya
creditordebit:
a.
ClickAdd,andthenselectthedebitorcreditintheChooseFromfield.
b.
ClickSave.Awindowopens,informingyouthatthecreditordebitwasupdated.
8.
ClickCloseWindowandrefresh‘EditParticipantInformation’.
9.
Ifnecessary,clickRetryinthepopupwindow.
10.
VerifythatthenewcreditordebitisaddedtotheApply/EditCreditsandDebitslist.
11.
SelecttheGeneralInformationtab.
12.
VerifythatthecreditordebitisaccuratelyreflectedinMiscellaneousCreditsandCurrentBalance.
} ReverseatransactionusingeventBookkeeping
Usethisproceduretoreverseatransaction(forexample,gift,payment,orordersuchaspurchaseand
registration).Youcanperformafullorpartialreversal.
Youmayneedtoperformafullreversalif,forexample,aparticipantcannolongerattendyoureventora
donationwasmadeinerror.Afullreversalremovestheparticipantordonorfromtheeventbutnotfromthe
database.
Youmayneedtoperformapartialreversalif,forexample,aparticipantmadeadonationduringevent
registrationandwouldliketochangethedonationamount.Apartialreversaldoesnotremovetheparticipant
fromtheevent.
Note:TheChargebackfeatureinSphereisfororganizationsthathavetheirownpaymentprocessor.Thecard
holder’sbankmustreversethetransaction.Instructionsforperformingachargebackarenotincludedinthis
procedureorothersectionsintheonlineHelp.
Prerequisites
134
C
HAPTER
2
l
TheThoneventsiteisalreadycreated
l
Transactionsarealreadyenteredinthedatabase
Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,select
Communities>SpecialEvents>FriendsAskingFriends>KinteraThon.
1.
Highlighttheevent’snameandthenselectBookkeeping.TheBookkeepingpageopens.
2.
UnderEditTransactions,clickManageInitiativeRecords.TheManageInitiativeRecordspageopens.
3.
Ifyouaredeletingaregistration,forShowMeverifythattheParticipantsoptionisselected.Ifyouare
deletingadonation,selecttheDonorsoption.
4.
Searchfortheparticipantordonor,orclickShowAlltodisplayallparticipantsoftheThonevent.
5.
ClickEditfortheparticipantordonorforwhomyouwanttoreversethetransaction.TheEditParticipant
orEditDonorpageopens.
6.
SelecttheDeleteRecordfromInitiativetab.
7.
Performafullorpartialreversalasdescribedbelow.
Toperformafullreversalanddeletetheparticipant’srecordfromtheevent
1.
ClickDeleterecordfromeventandreversetransaction.
2.
ClickReversaltotriggerarefundofthetransaction
Note:Onceyoureverseatransaction,youcannotundothereversal.
3.
ForReasons,selectoneofthefollowingoptions:
ClickCustomerDisputeifthereasonfortherefundisbecausetheparticipantbelieves,andcanprove,
thatthechargeisnotvalid.
ClickDuplicatePaymenttorefundapaymentifitwasduplicated.
ClickCorrectiontorefundapaymenttocorrectanerrormadewhenthepaymentwasenteredintothe
database.
ClickOtherifnoneoftheaboveselectionsadequatelyclarifythereasonfortherefund.
4.
ForDescription,enterdetailedinformationdescribingthereasonfortherefund,upto250alphanumeric
characters.Asyouwritethedescription,thesystemwillcountthenumberofcharactersyouhave
entered,andwillshowthisnumberbelowthetextbox.
5.
ClickSubmit.
6.
Inthepopupwindow,confirmthatyouwanttoreversethetransactionforthereasonyouspecified.A
pageopensthatnotifiesyouthetransactionwasreversed.
Note:Whenyoureverseatransaction,theparticipant’srecordwillbedeletedfortheevent,andthe
participant’snamewillberemovedfromtheManageInitiativeRecordspage.Iftheparticipantyouare
deletingisagrouporcompanyleaderintheeventpyramidstructure,teamparticipantsassociatedwith
theindividualbecomeindependent.
M
ANAGE EVENT RECORDSWITH
B
OOKKEEPING
135
7.
ClickBackto‘EditRecords’.
8.
ClickShowAll.
9.
Verifythattheparticipant’snameisremovedfromtheparticipantslistintheManageInitiativeRecords
page.
Toperformapartialreversalforaregistrationordonation
1.
ClickReversepartialtransactiononly.
2.
Selectoneofthefollowingoptions:
Ifyouwanttoreversearegistrationfee,selecttheRegistrationType&Feecheckbox.
Ifyouwanttoreverseadonation,selecttheAdditionalDonationcheckbox.
3.
ForReversalAmount,enterthedollaramountthatwillbereversed.
4.
ClickSubmit.
5.
Inthepopupwindow,confirmthatyouwanttoreversethetransaction.Apageopens,notifyingyouthat
thetransactionwasreversed.
6.
ClickBackto'EditRecords’.
7.
ClickShowAll.
8.
Verifythattheproperreversalamountwasappliedfortheparticipant.Itwillappearwithinparentheses
nexttothepaymenttype.
Toperformapartialreversalforapurchase
1.
IntheDeleteRecordfromInitiativetab,enterthereversalamountandanyprocessingfee.
2.
ClickUpdateTotals.
3.
ForDescription,enteradetaileddescriptionexplainingthereasonforthereversal.
4.
ClickSubmitReversal.Apageopensthatnotifiesyouthetransactionwasreversed.
5.
ClickBackto‘EditRecords’.
6.
ForShowMe,clickEcommerce.
7.
ClickShowAll.
8.
Verifythattheproperreversalamountwasappliedfortheparticipant.Itwillappearwithinparentheses
nexttothepaymenttype.
} Changeavolunteer'seventpositionusingeventBookkeeping
Usethisproceduretochangeavolunteer’seventposition.
Prerequisites
l
TheThoneventsiteisalreadycreated
andyouareregisteringvolunteersthroughyourThon
Starting
point:
YouareloggedintoSphere.
TheSpecialEvents:KinteraThonEventspageisdisplayed.Ifnot,selectCommunities>
SpecialEvents>FriendsAskingFriends>KinteraThon.
136
C
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2
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