CODES MAINTENANCE SCREEN

OVERVIEW

This List Master CRM screen allows you to create, modify or delete categories and codes used throughout the database.

Getting there: You can only reach the Codes Maintenance screen from the Main Menu.

CHANGE, CREATE OR DELETE CATEGORIES/CODES

The top four sets of fields on this screen are used to create, modify or delete categories, donation codes, note codes and appeal codes.

Please note: Changes made to category and code names (or numbers) will not automatically appear on records already using the category or code in question. To update all records to reflect renamed categories/codes, continue to the second set of fields.

To change a category or code:

  1. Select the category or code. Doing so will populate the description, code type, and other code fields as they currently appear throughout the database.
  2. Make changes to any of these fields.
  3. Hit the “Update” button.

To create a category or code:

  1. Return to the top item in the category/code drop-down menu  (“Select Category,” “Donation Codes…” and “Appeal Codes…”, respectively).
  2. Type in the category or code description, code type, code name (or number) and other fields related to the code.
  3. Hit the “Update” button.

To delete a category or code:

  1. Select the category or code.
  2. Hit the “Delete” button.

APPLY CHANGES TO ALL RECORDS

The second three sets of fields on this screen allow you to apply changes, deletions and additions to categories and codes to all records in the database. (Changes made to category and code names/numbers will not automatically appear on records using that category or code.)

  1. “Changing” field: Enter the name (or number) of the category or code as it was before you changed it. 
  2. “To” field: Enter the new name (or number) of the category or code.
  3. Hit the “Update” button.

Limitations: You can apply changes to donation codes only within the same TYPE (general ledger, donation, thank you, etc.). For example, you can change all general ledger codes from 400000 to 400050. But you cannot change records with a cost center code of "x" to the general ledger code of "y."