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.
   • Hover over the SmartTips (question mark icons) in CommunitySuite for field guidance.
     
     
     
     
     
4. Click Add Securities in the left-side menu.
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.
   • 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.