How to Log a Donation for a Constituent

Recording donations is core to any development function. This guide walks through logging donations, designating funds, and handling pledged vs. received donations.

Option 1: Manual Entry

1. Click the 'Action +' button.
2. Select 'Add Manual Action'.
3. Find the constituent in the database.
4. Choose 'Donation Made' from the Action Type dropdown.
5. Donation-specific fields appear.

Option 2: Using Donation Blueprint

1. Click the 'Action +' button.
2. Select 'Add Blueprint Action'.
3. Choose the appropriate Blueprint.
4. Find the constituent in the database.
5. Choose 'Donation Made' from the Action Type dropdown.
6. Donation-specific fields appear.

Option 3: Batch Action

1. Navigate to the Upper Right Hand corner of the screen and click on your user name.
2. From the dropdown menu, select ‘Batch Actions’.
3. Find the constituent in the database.
4. Choose 'Donation Made' from the Action Type dropdown.
5. Donation-specific fields appear.

Donation entry form with all financial fields

Basic Donation Details

Constituent: Select the donor's name. Required field.

Date of Donation: When was the gift received? Use actual receipt date.

Amount: Enter the monetary amount in dollars (or your currency).

Fair Market Value: If benefits are received by the donor in connection with the gift, enter the value here.

Tax Deductible Amount: Donation amount less the value of any benefits received.

Campaign Information

Type of Gift: Cash, check, credit card, stock, property, etc.

Fund/Account: Which fund or cost center? For unrestricted gifts, select the default fund.

Campaign: If part of a campaign (Annual Fund, Building Campaign, etc.), select it.

Appeal: Which appeal (mail, email, phone) generated this gift?

Notes

Specify any donor restrictions, instructions, tribute details, etc.

Before Saving

1. Verify all required fields are filled.
2. Check that amount is entered correctly.
3. Confirm the date is accurate.
4. Ensure campaigns are correct.

Save

1. Click 'Save' or 'Submit'.
2. System processes the entry and the record is updated.

A Received Donation

The gift money has been received. Log immediately after confirmation:

• Set Date to the day funds were received
• Set Status to 'Received'
• Include all details and designations

A Pledged Donation (Promised but Not Yet Received)

The donor has committed but not yet given.

• Create an Action and select the Action Type of Donation Made.
• Set the Action Date to a future date (ideally when you expect the first payment).
• Enter the total amount promised.
• Select a ‘Simple Pledge (One Payment)’ or ‘Advanced (Pledge Schedule)’ to indicate the payment plan.
• Pledges with multiple payments will create unverified donation actions for each expected payment as well as a master Note Action. All of these actions will share a Campaign with a unifying Pledge ID number.

• Tip 1: Always verify the constituent is the correct person before saving.
• Tip 2: Use the fund designation correctly; wrong funds skew reporting.
• Tip 3: For complex gifts (bequests, stock, property), add detailed notes.