Step #1: Ensure that your Altru database is configured to acknowledge recurring gifts and recurring gift payments. If you have acknowledged recurring gifts and recurring gift payments in the past, you can skip these steps: 
  1. Go to Revenue, Reporting Filters
  2. On the Revenue filters tab, click the drop down arrows next to the default reporting filter. Click Edit
  3. Ensure that under Revenue Types, Donation is checked. 
  4. Also make sure that under Transaction Type\Application, both Donation is checked under Recurring gift and Recurring gift is checked under Payment. 
  5. Click Save
Step #2: Create a selection of recurring gift payments made on the same day as the recurring gift was created: 
  1. Navigate to Analysis, then click Information Library. 
  2. Click Add a new ad-hoc query. Select a source view of Revenue. 
  3. In the left column, expand Revenue, expand Application Details, expand Recurring Gifts, then highlight Recurring Gift Details. From the middle column, drag Date into Results fields to display. Set this Equal to the date of the Recurring Gift promise.
  4. Add fields to Include records where:
    1. In the left column, select Revenue. From the middle column, drag Transaction Type into Include records where. Set equal to Payment.
    2. In the left column, expand Revenue, then select Application Details. From the middle column, drag Application into Include records where. Set equal to Recurring gift.
    3. In the left column, expand Revenue, then select Application Details. From the middle column, drag Application into Include records where. Set equal to Recurring gift.
    4. If you wish to include only Donation recurring gifts and not recurring gifts associated with Membership, in the left column, expand Revenue, expand Application Details, expand Recurring Gifts, expand Recurring Gift Details, select Application Details. From the middle column, drag Application into Include records where. Set equal to Donation.
    5. In the left column, select Revenue. From the middle column, drag Date into Include records where. Change the radio button setting from Value to Output field, then Set equal to Application Details\Recurring Gifts\Recurring Gift Details\Date.
  5. On the Set save options tab, name your query and check the box to Create a selection. 
Example of what your query will look like:
Query - Donation Recurring Gift Payments Where Payment Date = Recurring Gift Promise Date

Step #3: Add a letter to Acknowledgements and assign the query selection you just created to the letter: 
  1. Go to Marketing and Communications, Acknowledgements. 
  2. Click Add and give your letter a Name.
  3. Next to Selections of constituents that will receive this letter, click Add. Choose the query you just created from the Selections folder on the left and move it to Include these selections in the communication. Then click OK.
Step #4: Add Recurring Gift fields to your acknowledgement letters: 
  1. You can find details on how to add recurring gift fields to your Acknowledgement letter merge fields, in our related article: I need to add recurring gift fields to an acknowledgement letter.
    • Note: When this Acknowledgement letter is processed, the recurring gift payments that were made on the same day that the recurring gift promise was created will be marked acknowledged. 

(Optional) If you would also like to mark the associated recurring gift promises acknowledged, you will need to include a letter in your Acknowledgements process that pulls the recurring gift promises and marks them acknowledged using the steps below. This letter does not need to have content, as it exists only to mark the recurring gift promise records in Altru as acknowledged:

Step #1: Create a selection of recurring gift promises that have a payment on the same day as the recurring gift was created: 
  1. Navigate to Analysis, then click on Information Library. 
  2. Click Add a new ad-hoc query. Select a source view of Revenue. 
  3. Add fields to Include records where:
    1. In the left column, select Revenue. From the middle column, drag Transaction Type into Include records where. Set equal to Recurring gift.
    2. If you wish to include only Donation recurring gifts and not recurring gifts associated with Membership, in the left column, expand Revenue, then select Application Details. From the middle column, drag Application into Include records where. Set equal to Donation.
    3. In the left column, expand Revenue, expand Recurring Gift Payments, expand Payments, then highlight Revenue Details. From the middle column, drag Date into Include records where. Change the radio button setting from Value to Output field, then Set equal to Date.
  4. To see the recurring gift promise date: In the left column, highlight Revenue. From the middle column, drag Date into Results fields to display.
  5. On the Set save options tab, name your query and check the box to Create a selection. 
Example of what your query will look like:
Query - Recurring Gifts Where Promise Date = First Payment Date

Step #2: Add a letter to Acknowledgements and assign the query selection you just created to the letter: 
  1. Go to Marketing and Communications, Acknowledgements. 
  2. Click Add and give your letter a Name.
  3. Next to Selections of constituents that will receive this letter, click Add. Choose the query you just created from the Selections folder on the left and move it to Include these selections in the communication. Then click OK.

(Optional) If you also wish to acknowledge new recurring gifts without payments made on the same day that the recurring gift promise was created:

Step #1: Create a selection of all recurring gift promises: 
  1. Go to Analysis, Information Library. 
  2. Click Add a new ad-hoc query. Select a source view of Revenue.
  3. Add fields to Include records where:
    1. In the left column, select Revenue. From the middle column, drag Transaction Type into Include records where. Set equal to Recurring gift.
    2. If you wish to include only Donation recurring gifts and not recurring gifts associated with Membership, in the left column, expand Revenue, then select Application Details. From the middle column, drag Application into Include records where. Set equal to Donation.
  4. On the Set save options tab, name your query and check the box to Create a selection. 
Example of what your query will look like:
Query - All Donation Recurring Gifts

Step #2: Create a selection of recurring gift promises that do not have a payment on the same day as the recurring gift was created: 
  1. Navigate to Analysis, then click on Information Library. 
  2. Click the double arrows next to the query you just created of all recurring gift promises.
  3. Click Merge.
  4. In the Query B field, search for and add the query you created of all recurring gift promises that have a payment on the same day as the recurring gift was created.
  5. Under Include records that are in, select A but not in B.
  6. On the Set save options tab, name your query and check the box to Create a selection. 
Example of what your merge will look like:
Merge for Recurring Gift Promises without Payment on Same Date

Step #3: Add a letter to Acknowledgements and assign the query selection you just created to the letter: 
  1. Go to Marketing and Communications, Acknowledgements. 
  2. Click Add and give your letter a Name.
  3. Next to Selections of constituents that will receive this letter, click Add. Choose the query you just created from the Selections folder on the left and move it to Include these selections in the communication. Then click OK.

(Optional) If you also wish to acknowledge all other recurring gift payments:

Step #1: Create a selection of all recurring gift payments : 
  1. Navigate to Analysis, then click on Information Library. 
  2. Click Add a new ad-hoc query. Select a source view of Revenue.
  3. Add fields to Include records where:
    1. In the left column, select Revenue. From the middle column, drag Transaction Type into Include records where. Set equal to Payment.
    2. In the left column, expand Revenue, then select Application Details. From the middle column, drag Application into Include records where. Set equal to Recurring gift.
    3. If you wish to include only Donation recurring gift payments and not recurring gift payments associated with Membership, in the left column, expand Revenue, expand Application Details, expand Recurring Gifts, expand Recurring Gift Details, select Application Details. From the middle column, drag Application into Include records where. Set equal to Donation.
  4. On the Set save options tab, name your query and check the box to Create a selection. 
Example of what your query will look like:
Query - All Donation Recurring Gift Payments

Step #2: Add a letter to Acknowledgements and assign the query selection you just created to the letter: 
  1. Go to Marketing and Communications, Acknowledgements. 
  2. Click Add and give your letter a Name.
  3. Next to Selections of constituents that will receive this letter, click Add. Choose the query you just created from the Selections folder on the left and move it to Include these selections in the communication. Then click OK.
  4. IMPORTANT: This letter must come after (below) the single combined letter for Recurring Gift Promises & Payments Made on the Same Day in your Acknowledgements process, so that this letter is only sent to recurring gift payments made after the date of the recurring gift.

Step #5: Complete the customization of your letters' content and run your Acknowledgements. For more information on the acknowledgement process, please see our related solution: How to run acknowledgements