The Scan for Orphaned Contributions utility on the Contributions Menu's Utilities scans your contributions data records to make sure that there are no contributions recorded that do not link to names currently in your CMD data file.

Symptoms

Here are some things that may notice that may be telling you that you should use this utility:

•You notice that contributions data prints on the Deposit Register for names that you know were not marked for those contributions

•You get statements with names and addresses mixed up with data that does not look like it belongs there

•You start to see discrepancies in what you suspect YTD totals should be in some reports

How the Symptoms Happen

Generally, the problems noted above come from deleting a name in the main CMD file for whom contributions data has been recorded. Internally, the contributions data is maintained (you need to in order to keep your YTD totals accurate) but the donations no longer have a valid name in the individuals data file to point to when reports are printed.

The Cure

Backup your data before you use this utility! Please don't skip this step!!!

•When you first call up this dialog, your data will be scanned. If the program finds some contributions that have been assigned to names which have been deleted, the record numbers will show up in the list box. The record number information is the only information we have to go on right now, since the actual name information was physically deleted from all data files. The following process will allow you to reconnect the orphaned contributions data to a set of new names. It is not a hard process, but you will have to follow the instructions closely:

•First, click on a number in the Orphaned list, and then click the Cross Reference with Delete Names File button. If this record number appears in the Deleted Names file, the name will be displayed for you just under the button. If you see a name there, you can then decide if you wish to reassign the orphaned contributions to another name, most likely a spouse, who is still in your CMD data file. If that's the case, you can use the tools at the bottom of the dialog to reassign the contributions to that name. If you need to re-enter the name, you can do that as well and then come back here and reassign the data to the newly re-entered name. At least now you know the name you need to re-enter.

However, if there is no cross-reference in the Delete Names file, then you will need to use a more manual process. Here are the steps:

•Write down the number of records numbers that appear (not the record numbers themselves), and then leave this dialog for now and go to Enter/Modify/Delete Names dialog. You can ignore the actual numbers for the time being.

•Enter as many dummy families as there were numbers that appeared on the list. For example, if three record numbers showed up, enter three new dummy "families."

Use this information for the Family Name field in the new dummy "family:" AADummy, Number 1

•After entering the dummy Family Name, click the Add New Family Member button to add a family member. It doesn't matter what the Family Status is of the individual you are entering in the dummy family. Just select any one. Enter Number 1 in the First Name and Goes By field, and enter AADummy in the Last Name field. That's all you need.

•Enter a number dummy family for each number that showed up in the Scan for Orphaned Contributions List. You can use the same Last Name "AADummy) in each case, just increment the family member that you add each time (Number 2, Number 3, Number 4, etc).

•Once you've entered the dummy families, return to this dialog, scan one more time.

•After the scan, click the Get Name button and search for the first dummy family you entered using the Individual Name Search dialog that appears. Call that dummy person to the screen (you'll see the name written to the right of the Get Name button after you've called it).

•Next, click directly on the first of record numbers in the Orphans list.

•Click the Reassign Data button. In just a few seconds you'll get a message telling you that the reassignment is complete.

•Repeat the process of finding a dummy name, clicking on a record number in the Orphans list, and then clicking the Execute Reassign button until all the record numbers have been eliminated from the Orphans list. Make sure you select a new name and highlight a new record number on the list for each reassign process!

•Get your notebook of deposit registers and go to Enter/Modify/Delete Contributions and view the contributions data that has been assigned to the dummy family members. You will need to do a little sleuthing at this point.

•Begin to compare what you see in the first dummy name's contributions. Look for an amount that looks unusual (it will be easier to locate on the deposit register), note the date of the contribution, and then check the deposit register that matches that date. Look in the register until you find a name for the contribution.

•Note the name, and check one or two more items in this manner to confirm your match. Once you are satisfied that you indeed have a match, you can go back into the Enter/Modify/Delete Names dialog and change the family name and individual name to match the name you have discovered. Set the other information such as Gets Newsletter, Include in Directory, Membership Status and Family Status to appropriate settings also.

Continue in this manner until you have reassigned all data.

Why Bother?

That's a fair question! If you intend to keep multiple year's contributions data in your file, the only way that you system reports will match what was printed at year's end will be if all data, including from names deleted is kept. This is most critical for a current year, but can impact prior years if you go back to view the data occasionally.

We suggest that you create a Membership Status choice for such names like Deleted Name-Donated or something similar so that such names will not be included in normal membership lists.