Create and Post a Donation

Donation records must be imported or manually entered into CommunitySuite. Follow the steps below to manually create a donation record.

1. Navigate to the Donations page.
2. Click Create in the left-side menu.
3. Search for and select a profile or click [show list] to select from a list.
   
   
   
4. Enter donation details, then click Process at the bottom of the page.
   
   
   
   
   • Required fields include:
     • Date - The date that the donation will be posted to your general ledger.
     • Donation Type - Defines which revenue account a donation will post to. If there are no donation types defined, the system will post the donation to the default revenue account as mapped in system default accounts.
     • Amount - The amount of money donated (integers only e.g. 100, 2000.50).
     • Payment Method - How the donation was paid. 
       • If Public Security is selected, choose an account from the Stock Deposit Account drop-down.
     • Destination Fund - The fund receiving the donation.
       • Even if a fund is marked as private, it does not impact manually entering donations for that fund. Funds marked as private are not available on the Online Donation Portal.
   • Additional details on optional fields:
     • Description - If this is a stock donation, itemize the number of shares of which type of stock (this information is used for the tax receipt).
     • Needs Tax Receipt - Adds the donation to the tax receipts queue, so a tax receipt can be sent to the donor. Uncheck if your organization does not want to send a tax receipt for that donation.
     • Receipt Template - If the field is left blank, the system will use your default tax receipt template when generating a donation tax receipt. If you are using tax receipt logic, it will select the appropriate receipt based on your criteria. However, if you have multiple donation letter templates and select one from the drop-down, the selected template will override the default template and logic for the specific donation. This feature is only applicable to foundations that have enabled tax receipt templates from System Data and have created at least two donation templates. 
   • Hover over the SmartTips (question mark icons) in CommunitySuite for field guidance.
5. Review the donation and click Post in the left-side menu.
   
   • If the profile that donated is associated with an open opportunity, click Link Opportunity in the left-side menu, and then click [link] next to the correct opportunity.
     
     
6. Click Tax Receipt in the left-side menu to email or print a tax receipt.
   • If you've enabled and configured donation templates, the system will generate your tax receipts from the templates. However, if donation letter templates are disabled in System Data, the system will generate from relevant donation fields in Site Custom Content.