Temporary Custody Process
1.Set Up Temporary Custody Documents
1.Go to "Settings" on the Main Navigation Bar and select "Accessions & Loans Documents"
2.Click the "Edit" button
3.Expand the Temporary Custody Receipt Accordion
4.Customize the receipt template and insert place holder fields as needed
5.Expand the Temporary Custody Thank You Letter Accordion
6.Customize the thank you letter template and insert place holder fields as needed
7.Expand the Temporary Custody Return Receipt Accordion
8.Customize the return receipt template and insert place holder fields as needed
9.Click "Save"
2.Enter Donor into Contacts, if needed
1.Go to "Development" on the Main Navigation Bar and select "Contacts"
2.Check to make sure the contact is not already in PastPerfect by typing the Last Name into the Simple Search Box and scanning through the results
•If the contact already exists, continue to the next set of steps.
3.Click "New Record"
4.Fill in the required fields: ID No, Last Name
5.Populate the rest of the fields as needed
6.Click "Add New Record"
7.Enter in any additional information, including the fields on the Address & Phone Numbers Accordion
8.Click "Save" in the Edit Bar at the top of the screen
3.Create a Temporary Custody Record
1.Go to "Accessions" on the Main Navigation Bar and select "Temporary Custody"
2.Click "New Record"
3.Enter in the Receipt No and select the donor from Contacts
4.Click "Add New Record"
5.Populate additional fields as needed, including the Received Date and Description of Items
6.Click "Save" in the Edit Bar at the top of the screen
4.Print Temporary Custody Receipt
1.Click "Edit" in the Edit Bar at the top of the Temporary Custody record
2.Under the Donors Grid, click the Documents drop-down list and select "Temporary Custody Receipt"
3.Customize the receipt on the letter screen as needed
4.Use the "Email", "Save as PDF" or "Print" options to produce the receipt in the desired format
5.Close the pop-up window
6.Click "Save" in the Edit Bar at the top of the screen
5.Print Temporary Custody Thank You Letter
1.Click "Edit" in the Edit Bar at the top of the Temporary Custody record
2.Under the Donors Grid, click the Documents drop-down list and select "Temporary Custody Thank You Letter"
3.Customize the letter on the letter screen as needed
4.Use the "Email", "Save as PDF", or "Print" options to produce the document in the desired format
5.Close the pop-up window
6.Click "Save" in the Edit Bar at the top of the screen
6.Enter Upcoming Temporary Custody Activities
1.Click "Edit" in the Edit Bar at the top of the Temporary Custody record
2.Expand the Activities Accordion
3.Click "New Activity"
4.Select the Activity from the authority file
5.Populate the other fields if desired
6.Click "Save" on the pop-up window
7.Repeat steps 3-6 for as many activities as you need
8.Click "Save" in the Edit Bar at the top of the screen
7.Convert to Accession
1.On the Temporary Custody record, click "Convert to Accession" at the top right of the screen
2.Fill in the Accession No
3.Select what you want to convert:
•If you want to convert all the items on the Temporary Custody record to an Accession, select "Convert all items."
•If you want to convert some of the items to an Accession, but leave the others in Temporary Custody, select "Convert some items." The Items to convert and Items to not convert fields will light up, and you may add or delete text in them so they list the appropriate items.
4.Click "Convert Now"
5.The new Accession record will appear on the screen. Click "Edit" to populate any additional fields.
8.Convert to Incoming Loan
1.On the Temporary Custody record, click "Convert to Incoming Loan" at the top right of the screen
2.Fill in the Loan No
3.Select what you want to convert:
•If you want to convert all the items on the Temporary Custody record to a loan, select "Convert all items."
•If you want to convert some of the items to a loan, but leave the others in Temporary Custody, select "Convert some items." The Items to convert and Items to not convert fields will light up, and you may add or delete text in them so they list the appropriate items.
4.Click "Convert Now"
5.The new Incoming Loan record will appear on the screen. Click "Edit" to populate any additional fields.
9.Return to Donor
1.On the Temporary Custody record, click "Return" at the top right of the screen
2.Select what you want to convert:
•If you want to return all the items on the Temporary Custody, select "Return all items."
•If you want to return some of the items, but leave the others in Temporary Custody, select "Return some items." The Items to return and Items to not return fields will light up, and you may add or delete text in them so they list the appropriate items.
3.Click "Return Now"
4.View the new Temporary Custody Returned record
•If you returned all items, the new Temporary Custody Returned record will appear on the screen automatically.
•If you returned only some of the items, go to "Accessions" on the Main Navigation Bar and select "Temporary Custody Returned." Locate the new record which will have a decimal added to the original Receipt No.
5.Click "Edit" in the Edit Bar on the Temporary Custody Returned record
6.Under the Donors Grid, click the Documents drop-down list and select "Temporary Custody Return Receipt"
7.Customize the receipt on the letter screen as needed
8.Use the "Email", "Save as PDF" or "Print" options to produce the receipt in the desired format
9.Close the pop-up window
10.Click "Save" in the Edit Bar at the top of the screen
For additional information, see Temporary Custody.