Had a raffle and now need to add the ticket purchases/records to Altru for tracking.

Alexandria Fife

I am new to Altru and have been trying to figure out how to finish this task. We sold raffle tickets to win tickets to a local event and we now need to plug those records into the database so we can keep track of the participants and monies they spent. I have created an event in Altru and added each individual as a constituent in Altru as well. I now need help figuring out how to manually add each already processed payment into that event and connecting it to each constituent so the revenue is tracked on each end. If anyone has any knowledge that could help I'd greatly appreciate it. Thanks!

Chris Nungesser

Hi @Alexandria Fife!

I want to repeat it back to you to make sure I understand where you're at. You created an event. And you want to register people for this event. And the registrations for this event indicate that these folks purchased a raffle ticket at your event. Is that right?

I assume the event has already taken place, but please let me know if that is not correct.

You mentioned that you have already processed the payment for the raffle tickets. Is that revenue in Altru already? Or would these event registrations be the way you will get that revenue into Altru (maybe you processed the payments using another platform - like Square, for example)?

Last question, do you know what type of event you created? Was it a program event? Or was it a Special fundraising type of event?

Knowing those details will help me make better recommendations. But, just to save time, I will share a few thoughts with you.

• If the revenue is already in Altru, then you might make the event a $0 event. Or maybe you could use a discount code to zero out the price. This way you aren't counting the revenue twice.
• If the revenue is not in Altru, but you have already collected it, you might make a new Other payment type. Like if you took credit card payments using a third-party (like Square), then maybe you make an Other payment type that helps your finance/accounting team track that revenue.
• I believe Altru may try to send out tickets to the event to your constituent, depending on the type of event you created. I don't believe that automatically happens with the Special fundraising event type. I would check that for program events in case I gave you bad info there.

Alexandria Fife

Thank you for helping me with this. I am very new and trying to go through many guides and books on Altru to figure it all out.

Yes, I created an event - I believe I created a special event and and categorized it under Fundraiser. This "Event" was actually just a raffle ticket fundraiser that was a chance to win tickets to a local event in town.

The event has already taken place, and the payments were made manually in Blackbaud at the time but I now need to create those records in Altru so we can track those payments under each constituent.

I'm just trying to make sure that which ever way I create the record, either adding the individuals as registrants in the event or add payments under each individual constituents then attaching it to the event, will not notify each person or re-charge them.

Chris Nungesser

Please help me better understand what you mean by “the payments were made manually in Blackbaud at the time.”

Does that you did log them in Altru? Or that you used Altru to process the payments?

Or does that mean you used BBMS mobile pay to run the cards (so they payments were taken outside of Altru)?

Sorry to be so specific there. I just want to make sure I understand where the revenue is currently “living."

Alexandria Fife

Correct - "Or does that mean you used BBMS mobile pay to run the cards (so they payments were taken outside of Altru)?"


My boss used BBMS virtual pay and ran as "card not present" for each payment. Revenue currently living only on blackbaud side.

These records do not show in Altru but we now need to reflect those payments under the event and each individual in Altru.

I also already added the individual constituents into Altru if it they were not in the system.


Thanks!

Chris Nungesser

Awesome! So then go view your Special Event. In the event, one of the tabs is Options. Under that is Registrations Options. This is where you can make various ticketing packages. I'd make a Registration Option for the raffle event and give it the appropriate Registration Fee (Cost is for your expenses, and I believe for Benefits, so use that as is appropriate).

Side note: you have to select a Registration Type. I might coordinate with your reporting person or the team that does your events if that isn't you. Make sure you are all on the same page regarding the use of Registration Types. These Types can be useful for your reporting.

Then register your folks for the event. You can do this on the Registrations tab of your event. I think I'd select Walk-In Registration when registering (just because I'd bet that helps avoid that ticketing email… sorry I haven't had time to look that up yet today).

Once you have your registrations list built out, you'll notice that your folks have a balance. From the Registrations tab, you can click on a registrant's name. This takes you to their event registrant page. You'll notice in the top right that you can Add Payment. This is a way to then pay for this registration.

In the Add a Payment window, you will select a Payment Method. I would coordinate with your finance team to make sure you're on the same page, but (over on the Administration page) I would create a new Other Payment Method type. So in the Payment, you'll select Other and then select this Other Payment Method type that you create. For example, we have one for BBMS Virtual Terminal Credit Card. The reason to use the Other payment method is that it's not a credit card payment that you received today. That could throw off your finance team's reporting. The Other method gives them some clues to work with to track down these funds. And to a question you brought up previously, the Other payment method will not actually charge the constituent. It's just saying how their registration was paid for.

Adding an Other Payment Method type: Go over to the Administration page. Go to Code Tables. Filter for the Revenue category. You'll see a code table name Other Payment Method Type.

Does this sound like the route you are wanting to go? Let me know if that's not a solution that works for y'all.

Good luck.

Chris ?

Alexandria Fife

Chris you have been a great help! Thank you!

Lisa Saneda

When it comes to items that have already been processed in another outside merchant account, I change the Application of “Donation” to “Other” in the payment and the Payment method as other.