Adding New Temporary Custody Records

Each temporary custody record must have a unique receipt number. Receipt numbers cannot include characters or punctuation. PastPerfect recommends assigning sequential numbers. Should you choose to accession the items later, you will be able to assign an accession number in accordance with your institution's numbering policy.

Before adding a new temporary custody record, we recommend you enter the donor into Contacts. Temporary Custody documents, such as the Temporary Custody Receipt and Temporary Custody Thank You Letter, will not be available for a donor unless the donor exists in Contacts and is linked to the temporary custody record. See Adding New Contact Record for details.

Add New Temporary Custody Record

1.Click "New Record" on the Temporary Custody Query screen or on an existing Temporary Custody record

2.Populate the required fields: Receipt No and Source

•The Receipt No must be unique. The Last Number added will be displayed for your reference.

•To select the donor from the Contacts file, click the down arrow for Select Contact and begin typing the donor's name. This will automatically fill in the Source and Address. A link will be created between the Contact record and this Temporary Custody record.

•If the donor does not exist in Contacts, type the donor's name in Source and fill in the donor's name and address in Address.

3.Click "Add New Record"

4.Populate other fields if desired

•The Description of Items field will be used on the Temporary Custody Receipt. If you choose to accession or loan some of the items, you can copy only the relevant items from the description.

5.Click "Save" in the Edit Bar at the top of the screen

Add Additional Donor

If items were given by more than one person, additional donors can be added to the temporary custody record. Be sure the additional donors exist in the Contacts file (see Adding New Contact Record).

1.Click "Edit" in the Edit Bar at the top of the Temporary Custody screen

2.Click "Add Additional Donor" above the Donors Grid

3.Browse or search to find the donor(s) from Contacts that you want to add:

•Browse using the page buttons at the bottom of the pop-up window.  Records can be sorted by clicking on a column header.

•Use a filter to find the donor(s) (see Working with Filters).

4.Using the checkboxes to the left, select the donor(s) and click "Add All Checked Records."

5.The contact(s) will be added to the Donors Grid on the Temporary Custody screen

6.Click "Save" in the Edit Bar at the top of the screen

The first contact selected when the Temporary Custody record was created will remain as the Source at the top of the screen.

Remove Donor from Record

If the wrong donor was accidentally added to a temporary custody record, you can remove them from the Donors Grid using the steps below. If the donor you want to remove was the first one selected, you may also need to change the Source, Primary Contact, and Address fields in the Top Section of the record.

1.Click "Edit" in the Edit Bar at the top of the screen

2.Hover over the donor you want to remove in the Donors Grid

3.Click the Trash Can icon on the right end of the row

4.Click "Yes" to confirm

5.Click "Save" in the Edit Bar at the top of the screen