Create and Copy Donations

To create and post a donation in CommunitySuite, enter the donor profile and donation details, then process and post the record.

1. Navigate to the Donations page and click Create in the left-side menu.
2. Enter the profile name in the Choose Profile field and select the profile from the drop-down list.
    
3. If applicable, link the profile to an open campaign or opportunity or pay an open pledge/promise.
   • Click Link to link the profile to an open campaign to which they have been invited or an open opportunity to which they are associated.
   • Click Pay to pay an open pledge or promise.
      
4. Enter the applicable Donation information, and then click Process.
   • Date, Donation Type (if configured), Amount, Payment Method, and Fund are required fields.
   • Receipt Template - If the field is left blank, the system will use the default tax receipt template when generating a donation tax receipt.
     • If tax receipt logic is being used, the system will select the appropriate receipt based on the criteria. However, if multiple donation letter templates are used and one is selected from the drop-down menu, the selected template will override the default template and logic for the specific donation.
       • This feature is only applicable to organizations that have enabled tax receipt templates in Donations Settings and have created at least two donation templates. 
   • Payment Method - Format of donation payment. Additional requirements for payment processing may exist depending on the payment method selected. 
     • Check - If selected, no additional information is required providing a check number. 
     • In-Kind Donation - If selected, both an Inkind Revenue Account and Inkind Expense/Assest Account are required. 
     • Other Payment - If checked, no additional information is required.
     • Public Security - If checked, a Stock Deposit Account is required.
       • This auto populates with the account set in default accounts, but it can be changed.
     • Stock - If checked, a Stock Deposit Account is required. 
       • This auto populates with the account set in default accounts, but it can be changed.
     • Stripe - If checked, no additional information is required to process the payment as the user will be prompted to add a credit card when the donation is posted.
        
5. Click Post in the left-side menu.
6. Click Tax Receipt on the donation record to email or print a tax receipt.
   • If donation templates have been enabled and configured, then the system will generate tax receipts from the templates.
   • If donation letter templates are disabled in Donation Settings, then the system will generate from relevant donation fields in Donations Content.

Batch Create allows multiple donations to be entered simultaneously in a single workflow. This will be particularly useful after a big giving campaign or year-end campaign where an organization has a lot of checks to enter in CommunitySuite as donations. Batch entry will allow for efficient workflow directly within the system and limit the need to enter the checks one at a time or fill out a donation import template.

To batch create donations in CommunitySuite:

1. Navigate to the Donations page and click Batch Create in the left-side menu.
2. Enter the applicable Batch Donation Parameters information, and then click Next.
   • Donation Date, Payment Method, and Donation Types (if configured) are required fields.
   • Any fields entered here will be applied to all donations.
   • If using this for a grant catalog, enter the grant catalog here, and a grant catalog grant ID field will be available on the next screen.
     
      
3. Enter each donation line on the Batch Donation Entry screen, and then click Create Donations.
   • Donations can only be entered for existing profiles.
   • Additional fields will be available for each donation based on the information entered on the Batch Donation Parameters screen.
     

Donations entered in batch will create separate donations that are not grouped by a batch. Once the donations are created, they will be placed in the New bucket, and posting and tax receipts can be handled through the standard process.

To copy an existing donation in CommunitySuite, locate the donation record, copy it, and update the required fields before processing and posting.

1. Navigate to the Donations page.
2. Click the ID of the donation to be copied.
    
3. Click Copy next to the donation ID.
4. Enter the applicable Donation information, and then click Process.
   • The required fields that need to be manually entered are Date and Payment Method.
     • The Date will default to the date the donation is copied. 
       
        
5. Click Post in the left-side menu.
6. Click Tax Receipt on the donation record to email or print a tax receipt.
   • If donation templates have been enabled and configured, then the system will generate tax receipts from the templates.
   • If donation letter templates are disabled in Donation Settings, then the system will generate from relevant donation fields in Donations Site Custom Content.

Multifund Donations can be used to enter a donation to multiple funds without creating a payment first. 

To create a multifund donation in CommunitySuite, select the donor profile, convert the donation to multifund, assign amounts to each fund, then process and post the record.

1. Navigate to the Donations page and click Create in the left-side menu.
2. Enter the profile name in the Choose Profile field and select the profile from the drop-down list.
    
3. Click Make Multifund in the left-side menu.
4. Enter the applicable Add Donation information as described in the Create and Post a Donation section of this article.
   • In the Fund section, enter the name of the fund into the field and select the fund from the drop-down list. Repeat this until all of the funds have been selected for the donation. 
      
   • Enter the Amount next to the fund name for each fund. 
      
5. Process and post the donation as described in the Create and Post a Donation section of this article.