The first step is to create a selection of payments that are both donations and membership gifts.
  1. Go to Analysis, Information Library. 
  2. Click Add a new ad-hoc query. Select a source view of Revenue. 
  3. First, we will create a selection of all of the membership transactions you would like to acknowledge: 
    1. To filter on all memberships, from the left column, highlight Application Details. Drag Application to Include Records where and set this to be equal to Membership. Your field will appear like this: Application Details\Application is equal to Membership.
    2. To filter on a specific action: from the left column expand Application Details and highlight Membership Transaction. Drag Action to Include Records where and set the field to be equal to or one of and select the action you are looking for. Your field will appear similar to this: Application Details\Membership Transaction\Action is equal to Join. 
    3. To filter on a specific membership level, expand Application Details, expand Membership Transaction and highlight Membership. Drag Membership level to Include Records where. Your filed will appear like this: Application Details\Membership Transaction\Membership\Membership level is one of Individual, Dual, Family
  4. On the Set save options tab, name your query and check the boxes to Create a selection and Show this selection in query designer. 
  5. Now we will use this selection to find which of these revenue records also contained a donation. Go back to analysis and add another Ad-hoc query. Select a source view of Revenue.
  6. In the left column, expand Application details and from the middle column, drag Application to Include Records where. Set this to be equal to Donation. Your field will appear like this: Application Details\Application is equal to Donation. 
  7. In the left column, find the Selections folder. Find the selection we created in Steps 1-4. From the middle column drag "Exists in 'Selection Name'" to Include Records where. Set this to be equal to Yes. This will appear as: and Exists in "Membership Transactions" is equal to Yes
  8. On the Set save options tab, name your query and check the box to Create a Selection. 

The next step is to add a letter to your acknowledgement process: 
  1. Go to Marketing and Communications, Acknowledgements
  2. Click Add to add a letter 
  3. Under Selections of recipients that will receive this letter click Add. Add your second selection (the selection we saved in Step 8 above) to this area. 
  4. Make sure this letter appears in the appropriate order. If a piece of revenue falls into more than one query, Altru will send the first letter in the list. In most cases, this letter will appear before all of your other membership letters.
The final step is to add any additional fields to your letter: 
  1. In your acknowledgement letter, under Select recipient information to use to personalize your letter, click Edit Acknowledgement merge fields.
  2. To get the amount of only the donation, use this field: Revenue Marketing\Revenue\Application Details\Amount. Expand Revenue Marketing, then expand Revenue, then highlight Application Details. From the middle column, drag Amount to Selected fields. When you add this field, you will see the Export Criteria window pop.
    1. In this window, choose 1 under Number to export. Under Filter, choose Selected Application Details. Drag Application to Include Records where and set this equal to Donation. Click Ok. Click the pencil icon and label this field with a unique name such as Donation Application Amount.
  3. To get the amount of only the membership, for back office memberships, use the same field as above Revenue Marketing\Revenue\Application Details\Amount with different export criteria. Expand Revenue Marketing, then expand Revenue, then highlight Application Details. From the middle column, drag Amount to Selected fields. When you add this field, you will see the Export Criteria window pop.
    1. In the first window, choose 1 under Number to export. Under Filter, choose Selected Application Details. Drag Application to Include Records where and set this equal to Membership. Click Ok. Click the pencil icon and label this field with a unique name such as Membership Amount (Back Office). 
  4. To get the amount of only the membership, for Sales order memberships, use this field: Revenue Marketing\Revenue\Sales Order\Sales Order Item\Net Amount. Expand Revenue Marketing, then expand Revenue, expand Sales Order, then highlight Sales Order Item. From the middle column, drag Amount to Selected fields. When you add this field, you will see two Export Criteria windows pop:
    1. In the first window, "For each record in the revenue node enter the number for related records from the sales order node to export",  choose 1 under Number to export and click OK.
    2. In the second window, "For each record in the sales order node enter the number of related records from the sales order item node to export." Under Filter, choose Type. Drag Type to Include Records where and set this equal to Membership. Click Ok. Click the pencil icon and label this field with a unique name such as Membership Amount (Sales Order).
After these fields are added to your Acknowledgment merge fields, you can insert these fields into your letters and run your acknowledgements. For more information on the acknowledgement process, please see our related solution: How to run acknowledgements