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Checking for Duplicate Donors

Sometimes you may have the same donor entered in several times.  When entering a new donor, Donarius® will check if that donor is already entered.  However, if the name or street is mispelled when doing so it may not be detected.  Later when the donor info is corrected you will need to merge the duplicates.  You can check for duplicates at any time by clicking on Donors and choosing Check for Duplicate Donors.  Then choose how you want to detect the duuplicates.  If any duplicates are found they will be shown and you can merge them into one donor.

Donarius® checks for duplicate donors in one of three ways:

 by similar full names, the same street number/name and the same postal/zip code  or
 by the same last name, the same street number/name and the same postal/zip code   or
 by the same street number/name and the same postal/zip code

With the first method you can have different donors at the same address.  With the third method only one donor can be at one address.  When looking for a similar name, Donarius® will consider different versions of the first name to be the same.  For example, Robert, Bob and Bobby will match and so will Janet, Janice and Jan.  However, if a name is entered as George Malone and then later as G. Malone at the same address the full name will not match. You may want to use the second or third method to check for duplicates, if some donors were entered like this.

When checking for duplicates you should first check for similar full names, then same last names then same street and postal/zip code.

When the similar donors are shown, the one that is a darker font is the one you want to keep.  The rest will be deleted and their donations merged with the darker one.  Uncheck any donors you don't want to delete.  To make a light font darker, click on it once or twice.

The donor characteristics of duplicates may not have been setup all the same.  You probably don't want to lose any of the characteristics, so when merging the software will also include all the characteristics in the donor that is to be kept.  If you don't want this then click on (and their characteristics) so it changes to (but not their characteristics).

Another way to check for duplicates is on the Donor Information window. (i.e. click on Donors and choose Add/Edit Donors)  When you type a name or part of a name to search for, there may be some duplicates in the drop down list of matching donors.  When the list is visible you will see a Merge button above and to the right of it.  If you click on the Merge button while the list is shown, you can merge those names.  You can also type 2 or more donor#s in the Find box and each donor will be displayed in the list of matching donors.





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