Create and Sell Public Securities

1. Navigate to the Donations page and click Create in the left-side menu.
2. Enter the donor profile name in the Choose Profile field and select the donor from the drop-down list.
   • Alternatively, click [show list] to view a list of all donor profiles. Click the donor name. 
     
      
3. Complete the applicable Add Donation information, and then click Process.
   • Donation Date, Donation Type, Payment Method, and Stock Deposit Account are required fields.
     • Donation Date - This indicates the date the donor gifted the public security.
       • This date must be prior to the date of entry and a date the stock exchange was open. Weekend dates and stock market holiday will be accepted. 
     • Donation Type - This defines the revenue account to which the donation will post. 
     • Fund - The fund that will receive the donation.
     • Payment Method - Select Public Security. This will make a Stock Deposit Account field appear below.
       • The stock deposit account will automatically populate if a default account set. If a default is not set, select an account from the Stock Deposit Account drop-down menu where the asset will be held until the stock is sold.
         
         
          
4. Locate the row of buttons at the top of the record, and then click Add Securities.
5. Complete the applicable Add Public Securities information, and then click Lookup Values.
   • Enter the stock ticker Symbols.
   • Enter a description of the stocks.
     • The number of shares of the ticker symbol will auto populate the description field if no other description is entered.
   • Enter the Quantity of stocks.
     • When a valid stock symbol is entered and the donation is dated within the last 30 business days, CommunitySuite will automatically calculate the High, Low, and Average values for the donation date.  
       • This functionality is not available when editing.
   • There is no set limit on the amount of public securities that can be added on this page.
     
      
6. Confirm the information, and then click Create.
   • When creating public securities, if a public security is made on a date that matches the current date, for example, the public security donation is made on 06/24/2025, and the date of the day is also 06/24/2025. The public securities High, Low, and Average will not populate. This is because the stock market is not closed yet; therefore, the High, Low, and Average values of the public security can not be accurately assessed. Entering public security donations/payments the next day after the donation/payment date was actually made is recommended.
   • Information about the stocks will populate the remaining fields based on the symbol entered. 
   • Unit Cost will automatically populate as the average closing value and can be overridden by entering a different number in the field. 
     
      
   • The donation amount automatically populates based on data entered on the previous page.
      
7. Click Post in the left-side menu.

After the public securities donation is entered, the public securities can be sold.

After creating a public securities donation, the sale of the securities can be processed. This is typically done within a short time frame from the public security donation.

1. Navigate to the Public Securities page.
2. Click the Public Security ID.
   • This ID will be different from the donation ID. Look for the matching date, donor, and amount instead.
     
      
3. Click Sell in the left-side menu.
4. Complete the applicable Sell Public Security Item and Sell Securities information, and then click Post. 
   • Alternatively, click Upload File in the left-side menu to use the provided template to upload a .csv file containing securities sale information.
     • In-system notes are provided.
   • Complete the fund field if the proceeds are to go to a different fund than the one entered on the donation.
   • The three account drop-down lists will automatically populate if default accounts are set.
     • If defaults are not set, select a Deposit Account.
        

View Debit/Credit Impacts of Sale

• Navigate to the public security. 
• Click the Transaction ID.

The transaction record displays the applicable debit and credit transactions along with a log of when the transaction took place.