Articles in this section


  • Edit a Donation
    1. Select Donations from the Home page.

      editadonation1.png


    2. The fields available for editing are dictated by:
      • The Status of a donation (unposted or posted).
      • The donation Type, or Payment Method.

        editdonation4.png

        • Cash
        • Check
        • In-Kind Donation
        • Other Payment
        • Public Security
        • Stock
        • Stripe

    3. Click the ID of the donation you want to edit.

      editdonation5.png


    The following donation fields cannot be edited:

    • ID - Donation ID.
    • Created - Date that the donation record was created in CommunitySuite.

      editdonation6.png

    The donation fields below have a different editing functionality for unposted and posted donations:

    • Change Fund
    • Campaign
    Change Fund
    Unposted Donation:
    The Change Fund button will not display for unposted donations. Post the donation to complete the necessary edits.
     
    Posted Donation:

    You cannot change the fund for Cash donations that have been posted. Create a negative cash donation to reverse the donation, then do a new donation to the correct fund.

    1. Click Change Fund.

      editdonation7.png

    2. Select a different Fund from the drop-down menu.

      editdonation8.png

    3. Click Update.

      editdonation9.png
     
    Campaign
    Apply the donation to an active campaign or event.
     
    Unposted Donation:
    1. Click Edit.

      editdonation10.jpeg 

    2. Click the drop-down menu and select a Campaign.

      editdonation11.png

    3. Click Update.

      editdonation12.png

    Posted Donation:

    1. Click Add.

      editdonation13.png 

    2. Select a Campaign.

      editdonation14.png
  • Edit a Donation - Fields that are Editable for Unposted Donations

    Edit a Donation details the initial workflow to edit donations. The article also includes information for donation fields that cannot be edited (ID, Created) and for fields that have a different editing process for unposted and posted donations (Change Fund, Campaign).
    Other donation fields have the same editing functionality for both unposted and posted donations, and more information on these fields can be found here.

    The following article provides a description and editing instructions for donation fields that can be edited when the donation status is unposted:

    • Amount

    • Payment Method

    • Payment Data
    • Donation Adminfee 

    Amount
    1. Select Edit.
      Edit_a_donation_1.jpeg

    2. Edit the total donation Amount, and click Update.Edit_a_donation_2.png

    Posted Donation:

    You cannot change the total Amount for donations that have been posted. Unpost the donation and make the necessary edits.

    Payment Method
    How the donation was paid (Cash, Check, In-Kind Donation, Other, Payment, Public Security, Stock, Stripe).
    1. Click Edit.
      edit_a_donation_3.jpeg

    2. Select a new Payment Method.
      edit_a_donation_4.jpeg

      • Cash
      • Check
      • In-Kind Donation
        • Click the drop-down menus to select an Inkind Revenue Account, and an Inkind Expense/Asset Account.
      • Other Payment
      • Public Security
        • Click the drop-down menu and select a Stock Deposit Account.
      • Stock
        • Click the drop-down menu and select a Stock Deposit Account.
      • Stripe

    3. Click Update.

    If you selected Public Securities as your payment method: 
    1. Click Show Securities.
      edit_a_donation_5.png
    2. Click Edit.
      edit_a_donation_6.png
    3. For each line item, enter the stock Symbolthe Quantity of stocks, and a Description of the stocks.
      • If you use a valid stock Symbol, CommunitySuite will automatically calculate the HighLow, and Average values for that day. The HighLow, and Average values are obtainined from https://www.alphavantage.co/. Unit cost is initially set to the Average. You can override the Unit Cost by typing in your own value.
        edit_a_donation_7.png
    4. Click Save.edit_a_donation_8.png

    Posted Donation:

    You cannot change the Payment Method for posted donations. Unpost the donation and make the necessary edits.

    Payment Data
    This field shows which account Stock and Public Security donations will deposit in. You can change the Stock Deposit Account by editing the donation Payment Method.
    This field will be blank for CashCheckIn-KindOther Payment, and Stripe donations.
    edit_a_donation_9.png
     
    Donation Adminfee

    Click Change to Exclude or Charge an admin fee on the donation.

    edit_a_donation_10.png

    Posted Donation:

    The Donation Adminfee cannot be edited for posted donations. Unpost the donation and make the necessary edits. 

  • Edit a Donation - Fields with the Same Editing Functionality for Unposted and Posted Donations

    Edit a Donation details the initial workflow to edit donations in CommunitySuite. The article also includes information for donation fields that are not editable (ID, Created) and for fields that have a different editing process for unposted and posted donations (Change Fund, Campaign).
    Other donation fields (Amount, Payment Method, Payment Data, Donation Adminfee) are only editable when the donation status in unposted, and more information on these fields can be found here.

    The following article provides a description and editing instructions for donation fields that have the same editing functionality for both unposted and posted donations:

    • Donation Date

    • Donor/Change Donor 

    • Add Donation Advisor 

    • Link Pledge 

    • Edit Address 

    • Anonymous/ Make Anonymous 

    • Recognition Name

    • Apply to Spendable 

    • Grant Cycle 

    • Check Number 

    • Description 

    • Service Area 

    • Custom Message 

    • Thank You 

    • Receipt Template 

    • Tribute/ Tribute Notification 

    • Donation Destinations 

    Donation Date
    Date that the actual donation was given to your foundation.
    1. Click Edit.
       
       

    2. Edit the date and click Update.
    Donor/Change Donor

    Change the donor profile that's associated with a donation.

    1. Click Change Donor.

    2.  Enter the name of a New Donor.
     
    Add Donation Advisor

    Add a donation advisor to the donation.

    1. Click Add Donation Advisor.


    2. Search for and select a profile, or click Advisor is anonymous or unknown.

    3. To unlink a donation advisor, click Clear.
    Link Pledge

    Link an existing pledge to the donation.

    1. Click Link Pledge.
       

    2. Click Link.

    3. If you need to unlink a pledge from a donation, click Unlink.
    Edit Address

    Physical address of the person who donated.

    1. Click Edit Address.


    2. Enter the Donor Address, and Donor Zipcode, then click Update.
    Anonymous / Make Anonymous

    This replaces the donor/contributor's name with the word Anonymous, in the fund advisor Donor Portal (see below).

    1. Click Make Anonymous.
    Make the donor/contributor name visible to fund advisors in the Donor Portal, by clicking Clear Anonymous.

    Recognition Name

    Name of the person who should be recognized for this donation.

    1. Click Edit.
       

    2. Enter a Recognition Name and click Save.
     
    Apply to Spendable
     
    Click Change.
     
    Grant Cycle

    Apply the donation to a Grant Catalog - Grant Cycle.

    1. Click Edit.
       

    2. Select an active Grant Cycle from the drop-down menu.

    3. Click Save.
     
    Check Number

    Enter a check number if the donation was paid by check.

    1. Click Edit.
       

    2. Enter a Check Number and click Update.
    Description

    Description of the donation.

    1. Click Edit.
       

    2. Edit the Description and click Save.
    Service Area

    Geographic area that the donation affects.

    1. Click Edit.


    2. Select a Service Area and click Update.
    Custom Message
    1. Click Edit.


    2. Enter a Custom Message and click Update.
    Thank You

    Adds the donation to the Thankyous queue, so a thank you letter can be sent to the donor.

    1. Click Change to add or remove the donation from the Thank You queue.
    • If donation thank you's are turned off for the donation, the Thank You field will say No.
       

    • If donation thank you's are turned on, the Thank You field will say one of the following:
      • Not Sent - thank you has not been sent.
         
      • Sent + M/D/Y + Time - thank you has been marked as sent.

     

     
    Receipt Template

    Select a different Grant Letter Template and override the default template (that you configured in System Data -> Templates).

    1. Click Edit.

    2. Click the drop-down menu and select a Grant Letter Template, then click Save.
    Tribute/Tribute Notification

    Add a tribute to the donation and indicate that the donation was made in honor of, or in memory of someone.

    1. Click Add.


    2. Enter an Existing Tribute and select from the drop-down, or create a New Tribute.

    3. Click Update.


    4. Select how the Tribute Notification should be sent (PDF or Word Doc).

      Tribute notifications will not generate, unless In Honor of and/or In Memory of templates are configured in System Data.

    5. Click Mark Sent once the Tribute Notification has been sent.
    Donation Destinations

    Apply a donation to a single grant/grantee, or multiple grants/grantees.

    1. Click Apply.


    2. Enter the Amount that you'd like to apply next to each grant.

      The sum of the amount(s) in the Apply Amount column should equal the total Donation Amount.

    3. Click Apply Donation.
  • Affiliate Portal

    After an organizational profile has been designated as an affiliate/supporting org you can take additional steps to enable the Affiliate Portal.

    1. Select Affiliate/Supporting Org from the Home page.

      Affiliate1.png

    2. Select the ID of the affiliate organization.

      Affiliate2.png

    3. Click Enable Donation Portal in the left menu.

      Affiliate3.png

      • Once the portal has been enabled you will see a unique Donation Portal URL at the top of the page.
        • This is a new URL and is independent of your foundations normal Donation Portal.
          • When enabled, each affiliate group will have their own unique URL.
        • Only the funds that are a part of that group will show up in the new URL, as long as they are promoted to the affiliate/supporting org (see below for more details).

          Affiliate4.png

      • Additionally, you can have an Event Tickets tab for each affiliate group specific to that URL.
      • If you ever was to disable the Affiliate Portal, click Disable Donation Portal in the left menu of the Affiliate/Supporting Org page.
    4. Your Affiliate Portal will looking something like this:

      Affiliate5.png

     

    Put a Fund on the Affiliate Portal:

    1. Go to that Funds page and select Edit.
    2. Check the box labeled Promote Affiliate/Supporting Org.

      Affiliate6.png

      • This is the only way to ensure that the Fund will appear on the Affiliate Portal.
      • The original Promote checkbox only applies to the normal Donation Portal.
      • The Private checkbox will only apply to the normal Donation Portal. If you do not want the fund to appear on the Affiliate Portal, just leave Promote Affiliate/Supporting Org unchecked.

    You can also promote a fund to the Affiliate Portal via the Affiliate Portal checkbox on the Bulk Edit Funds page.

     

    Affiliate Portal Custom Content

    You can customize multiple areas of each Affiliate Portal, like you can for the original Donation Portal. If you do not customize each individual Affiliate Portal, the content will match what you have on the normal Donation Portal.

    1. From the Affiliate/Supporting Org record, click Content.

      Affiliate7.png

    2. Click Add to add to the content area.

      Affiliate8.png

      • These are the specific pieces of content you can add:
        • online_donation_header
        • online_donation_payment_footer
        • online_donation_thankyou
        • online_ticket_header
        • online_ticket_thankyou
      • More information on these can be found within the Site Custom Content Fields article.

     

    Add a Fund Advisor to the affiliate/supporting org:

    1. Go to the Fund Advisors record.
    2. Click Add Affiliate in the left menu.

      Affiliate9.png

    3. Search for and select the affiliate organization from the list.
      • There will be an Affiliate/Supporting Orgs table at the bottom of the Fund Advisor record where you can manage access to different areas within the portal.
    4. When a Fund Advisor logs in they can view individual funds or view a consolidated group (the affiliate group that can have multiple funds).

      Affiliate10.png

      • On the Home page of an Affiliate group, the Current Balance and the Spendable Balance are a total of all funds within that group.

    Marking an Affiliate Organization as a Separate Entity

    On the Affiliate/Supporting Organization page, the Separate Entity checkbox can be selected when editing the organization. When the checkbox is selected, and the affiliate organization is associated with the granting fund of an internal grant, the internal donation will show the supported org as the donor. If the checkbox is selected for an affiliate organization associated with the destination fund of an internal grant, the internal grant will show the supported org as the grantee. Additionally, the grants and donations associated with the affiliate organization will be included on 990 reporting. If the Separate Entity checkbox is not checked, the grantee and donor on internal grants and donations will show as your foundation, and they will not be included in 990 reporting.

    Affiliate11.png

     

     

  • Check for a Missing Donation

    How to check for a missing donation:

    • The first place to check is your Stripe asset General Ledger account. Online donations get deposited there, and a few days later Stripe will initiate a real-world transfer to your checking account and create a transfer record in CommunitySuite. If you see a transfer that puts the Stripe General Ledger account negative, you are missing something (unless you recently processed a refund). Check Stripe.com to find the missing payment. Look for the dates in the Balance from the Stripe account. If you see the balance going to zero, then after a transfer it drops to negative, check the dates during that period. Compare the payments at Stripe.com to your payments into the Stripe General Ledger account.
    • Example: Stripe transferred $50 more into my checking account than I have in donations. I would then search stripe.com for payments between 12/7 and 12/9 for the missing $50 charge.

    You identify there is a missing donation, and you want to know the fund:

    • Log into the stripe.com account and find the payment in stripe.com.
    • Click on the Payment Intent Code which will bring you to the record which has details of what was purchased.

    Recommend steps to record the donation:

    • In CommunitySuite, create a profile payment using the Other Payment method and the date of the transaction.
      • Create a donation to the funds listed, use the date of the transaction or Sell Ticket to the event listed if the transaction was for an event created in CommunitySuite.
    • On the till screen [reconcile] the Other Payment by deducting the fees Stripe charged and deposit on the purchase date in your Stripe General Ledger asset account, this will process like a normal online donation.
  • Refund a Donation (Non-Stripe)

    Create a Negative Donation Record

    Before beginning this process, we recommend locating the record of the original donation transaction that will get refunded. 

    Contact your CSM if you are refunding a Split Donation

    1. From the Home page, click Donors.

    refund_1.png

     

    2. Search for the donor by name, and select the correct donor from the drop-down list that appears. 

    refund_2.png

     

    3. On the left-side menu, click Add Donation.

    refund_3.png

     

    4. Reference the original donation record to fill out the necessary fields and create a negative donation record. 

    • Ensure that all information entered except Date and Amount match the original donation record.
      • For Date, enter the general ledger posting date for the refund.
      • For Amount, enter a negative amount matching the original donation.

        refund_4.png

     

    5. Click Process

    refund_5.png

     

    6. Click Post to complete the process for creating a negative donation record.

    refund_6.png

     

    The negative donation record adjusts the fund balance. The next step will be to create a voucher to refund the donor.  


    Create a Voucher to Refund the Donor

    If a donor profile is not designated as a Vendor, follow the steps in the Make Vendor Profile article. 

    1. On the Profiles page, once vendor designation has been added under Profile Is, click Vendor.

    refund_7.png

     

    • This will allow you to create a voucher to issue the donation refund. 

    2. Click Create Voucher on the left-side menu of the Vendors page.

    refund_8.png 
    3. Enter voucher details. 

    • For the Create Voucher table, add:
      • Voucher Date
      • Fund - this must match the fund for the donation
      • Additional information as necessary

    • For the Items table, add:
      • Expense Account - select the bank account you are using to cut the refund check
      • Description
      • Unit Cost - this is the donation amount that your Foundation is refunding
        refund_9.png

     

    • Click Save.refund_10.png

     

    4. Post, approve, and pay the voucher.

    When paying the voucher from the Accounts Payable page:

    • Enter Payment Account and Payment Date in the Pay Vouchers table.
    • Check the box for the voucher you are refunding on the far right under the Open Vouchers table.refund_11.png

     

    • Click Next.  

    5. Click Create Checks.

    refund_12.png

     

    6. Print and post checks as normal. 

     

  • Delete a Recurring Donation
    1. Select Donations from the Home page.

    2. Click Recurring.

    3. Select the ID of the recurring donation that you want to delete.

    4. Click Delete.

     
  • How to Change the Fund on a Stripe Donation

    Issue: A stripe donation that has been processed but it was to the incorrect fund.

    1. Click into the donation and click the Unpost & Delete Donation link on the left- leaving a profile payment. It will delete the donation and take you to the profile payment. 
    2. From the profile payment: click Create Donation from the profile payment & change the fund when creating the donation
    3. If there are credit card fees or admin fees assessed to the donation & still in the wrong fund, these will need to be corrected with a manual journal entry from the original fund that the original donation was posted too & the correct fund.
  • Online Donation Portal Setup

    Overview

    The Donation Portal is a public facing website, used to facilitate online donations from the public.

    Components

    • Stripe
    • Fund Group
    • Fund(s)

    Setup

    Stripe Setup

    If you have a Stripe account and it is linked to CommunitySuite, you can skip to Create a Fund Group. If you do not have a Stripe account, or it has not been configured in CommunitySuite, review this article and speak with your CSM before proceeding.


    Create a Fund Group

    Use fund groups to group similar funds together in the Donation Portal, and for reporting purposes.

    You must create a Fund Group before you can create a fund.
    1. Select Funds from the Home page.Online_Donation_Portal_Setup_1.png

    2. Click List Groups.Online_Donation_Portal_Setup_2.png

    3. Click Create Group.Online_Donation_Portal_Set_Up_3.png

    4. Enter a NamePublic Name, and Sort Order, then click Create.Online_Donation_Portal_Setup_4.png

      The Public Name of the Fund Group will display in the Donation Portal, and the Sort Order defines the order in which each fund will display (within a fund group) in the Donation Portal. See below: 

      Online_Donal_Portal_Setup_5.png

    Once you've created Fund Groups, use Fund Subgroups, and/or Fund Divisions, to further aggregate your funds.Online_Donation_Portal_Setup_6.png

    You will not need to enter a Public Name for subgroups or divisions, since these categories are for internal use only.

    SubGroup Examples:

    • Critical Needs
    • Endowed
    • Special Projects
    • Unendowed
    • Youth

    Division Examples: 

    • Conservative
    • Corporate
    • Scholarship 
    • Special Funds

     

    Create a Fund

    Create a fund for accepting credit card donations from the Donation Portal.

    The Promote checkbox must be checked for the fund to display in the Donation Portal.
    1. Select Funds from the Home page.Online_Donation_Portal_Setup_7.png

    2. Click Create.Online_Donation_Portal_8.png

    3. Give the fund a Name, Public Name, and select a fund Group.Online_Donation_Portal_Setup_8.png

      The Public Name and Group fields will display to the public in the Donation Portal. The Name field will only appear if there is nothing entered into the Public Name field.

    4. Scroll down to the Options section and check the box next to Promote.Online_Donation_Portal_9.png

    5. The Promote checkbox must be checked for the fund to display under the Donate to a Fund tab on the Donation Portal. It will still be searchable when viewing all funds unless it is marked as Private.

    6. Scroll down to the Cash Management section and select a checking account.
      Online_Donation_Portal_Setup_10.png


    7. Check out this article for descriptions of all fund fields and settings.
    8. Enter a Fund Summary, the click Create.Online_Donation_Portal_Setup_11.png

    9. The Fund Summary will appear below the fund Public Name in the Donation PortaI.

     

    Preview and Go-Live

    1. Select Donations from the Home page.Online_Donor_Portal_Setup_12.png

    2. Click the Donation Portal URL to preview your Donation Portal.Online_Donation_Portal_Setup_13.png

    3. Copy and paste this Donation Portal URL into an email, or insert it on your foundation's website, and to direct the public to your online donations page.
    4. Below is an image showing what the public will see when they enter the Donation Portal.

      Online_Donation_Portal_Setup_14.png

    Video Overview

    To watch a video of the donation portal setup and options, click HERE

  • Donation Report*

    Get a list of donations by date range by creating a Donation Report. Once you have created it you can Export it to a CSV for import into any spreadsheet.

    • Go to Donations
    • Select Reports on the left side of the screen
    • Choose the dates you need a report for by selecting a date range

    If you wish to export ALL the donation data for a particular time frame

    • Pick Export CSV from the left

    CommunitySuite will export a CSV file that you can import into a spreadsheet (Excel, etc.)

    The data included will be the following: 

    Donation ID #, Donation date, Donor ID, Donor Name, Advised Donor, Advised Donor Name, Advised Donation, Amount, Fund ID#, Fund, Grant Cycle ID#, Grant Cycle Name, Grant ID#, Grant Name, Short Name, Fund Group Name, Fund Type, Endowed, Agency, DAF, Recognition Name, Description, Account Name, Donation Type Name, Tribute/Memorial Name, Payment Method, Event Date ID#, Event Date Name, Profile ID#, Salutation, Label (Mailing), Address, Address2, City, State, Zipcode, Email, Phone Number

     
  • Process Individual Tax Receipts

    Generate a tax receipt for a single donation.

    1. Select Donations from the Home page.

    2. Select the donation ID, or click Filter Reports to search for a donation.

    3. Click Tax Receipt.

    4. Select how you'd like to send the tax receipt.
      • Email to the Profile email address(es) on file
      • Email to a new email address
      • Print Tax Receipt - opens as a PDF in your browser
      • Download Tax Receipt formatted for Microsoft Word
        • This option will only display if you're using a Donation Letter template.

    CommunitySuite can populate donation letter text from the merge fields within a Donation Letter template (if you're using templates), or from the donation_tax_header and donation_tax_footer fields, found in System Data -> Content. 

    • To pull donation letter text from a template:
      • Donation Templates (in System Data -> Site Data) must be turned on.
    • To pull donation letter text from the donation_tax_header and donation_tax_footerfields within System Data -> Content:
      • Donation Templates (in System Data -> Site Data) must be turned off.

    If you plan to mail a paper copy of the tax receipt, select Print Envelope, and CommunitySuite  will populate an envelope with the name and address from the donor profile.

     
  • Example Online Donations, Donor Portal, Grant Catalog & Ticket Sales Pages

    CommunitySuite provides online pages that you can use to help your foundation fundraise for different projects, allow access to your Fund Advisors and manage Campaign Event Ticket sales. 

    The following are available with your system.

    • Go to Donations to find your online Online Donations URL (example - https://geary.fcsuite.com/erp/donate/list ) - This is where the public can go and donate to any of the funds which have the promote checkbox selected.
    • Go to Fund Advisors to find the Donor Portal URL (example -https://geary.fcsuite.com/erp/fundmanager ) - This is the place where your Fund Owners login to access their accounts and where they can see their Fund Statements.
    • Go to Campaigns to find your Campaign Event Tickets URL (example - https://geary.fcsuite.com/erp/donate/list/ticket ) - Any event you create that has the online tickets checkbox selected will be on this page for the public to see and purchase tickets.
    • Go to Grants then to the Catalog tab to find your Grant Catalog Request URL (example - https://test.fcsuite.com/erp/donate/list/request) - This is the place where Grantees can apply for funding during your open grant cycle.
    • Go to Grants then to the New tab to find your Grant Catalog URL (example - https://geary.fcsuite.com/erp/donate/list/request) - This is where accepted Funding or Grant Requests from Grantees are visible. This area is where the public and fund owners can donate during a grant cycle.
  • Targeted Donations - Direct Donors to a Fund*

    Use a direct link to encourage donations to a particular fund.

    • Go to Donations
    • Select the "Your Donation Portal URL is: https://test.fcsuite.com/erp/donate" link from the top of the page
    • Choose show all funds list from the bottom of the page
    • Pick the name of the Fund you want donors to give to
    • Copy the page URL
    • Paste the copied URL into your website, outgoing email or newsletter as needed

    The link should look like this:  https://oicf.fcsuite.com/erp/donate/create?funit_id=1086

    This link will take donors directly to a specific Fund where they can donate instead of searching for a fund from a list of available funds.

    NOTE: If you get the URL link by clicking on the Fund within the online Donate to a Fund page, additional code may be automatically added during the process of setting a cookie and you will see a link that looks like this:

    https://oicf.fcsuite.com/erp/donate/create?funit_id=1086&setc=1

    If you hard code this link in your website donors may get the following message  "Sorry, you must enable cookies to make a donation".

    • To fix this error you will need to remove the "&setc=1" at the end of the link.
  • Change a Donor*

    If you find a donation was attributed to the wrong donor, you can change the donor.

    • Go to Donations
    • Select the Donation in question by choosing the Donation ID number (eg. 3717)
    • Look for and select the Change Donor button on the left side of your screen

    • Start typing in the Donor name in the New Donor text box, a drop-down with names - a list of possible matches will appear, select the one you wish and it will be changed in the system

    The donation will now be attributed to the new Donor and the system will bring forward the new donors address. 

    To see if the donor was changed, when and by whom, select Log on the left side of the screen.

  • Recognition Name*

    Use Recognition name when entering a Donation if the Donor wishes to be recognized by a particular name that is different from their Profile name. 

     

    If there is no recognition name entered, the system will use the first and last or the household name from the Profile.

    • Recognition name is only associated with that donation and will not change the Profile name.

    The Recognition name will show up on the Donation report in the column after the name of the Donor, which may be helpful for your Annual report where some of your donors wish to be recognized by a formal name or a nickname, etc.

  • Change the Donation Destination Fund*

    If you entered a Donation that was paid via Check, you can change the Destination Fund.

    • From the Home page select Donations under the Non-profit column
    • Choose the Donation ID number



    • Select Change Fund from the left side of your screen
    • Choose the new Fund from the dropdown list
    • Click the Update button



    All changes will be recorded in the Donation Log (located on the left side of the screen) - attributed to the employee who made the change with the date, time and the type of change that was made.


    NOTE: Change Fund will not work if there is an Admin Fee Charged to the Donation. You will need to unpost, edit and repost instead. 

    Change Fund will not work for cash donations, to change the Fund for a cash donation users will need to record a negative cash donation to reverse the entry. If you try to change the Fund for a cash donation you will get this message:

     
  • Attach a File to a Donation*

    You may add a scanned document or a PDF of a check by selecting Attach File from the lefthand side of the screen after posting a donation.

    • Go to Donations
    • Choose the Donation ID niumber
    • Pick Attach File from the left menu

    • The page will ask you to Choose a File
    • Select the file related to the donation from your computer, such as a scanned copy of the check or a document
    • Add a description of the file you are attaching
    • Choose the Save button to upload the document 

    If you have more than one file - complete the process over again to attach more files.

     
  • Add a Historical Donation

    To add a historical donation:

    1. Go to Donors.add_a_historical_donation_1.png
    2. Click List in the left-side menu or Search for a Profile.
    3. Click the Profile ID # of the desired profile.
    4. Click Donor in the Profile Is section of the Profile record.
      • This will display the Donor Record for the associated profile.add_a_historical_donation_2.png
    5. Click Historical Donation from the left-side menu.
    6. Complete the Add Historical Donation fields.add_a_historical_donation_3.png

      • TransID
      • Donation Date - This is a required field.
      • Amount - This is a required field.
      • Description
      • Need Tax Receipt
        • Check this option to add the historical donation record to the list of Unsent Tax Receipts within the Donations page.
      • Non-Cash Donation
        • Check this option to indicate that the historical donation was a non-cash donation (for reporting purposes).
      • Destination Fund - This is a required field.
    7. Click Create.
      • The historical donation will be listed as Historical (status) within the Undeposited and Recent Donations window.
  • Recurring Donations
    1. Navigate to the donor's Profile.
      • If they do not have a Donor profile designation, select Make Donor from the left-side menu.
    2. Click Add Recurring Donation from the left-side menu.
    3. In the Add Recurring Donation window, complete all applicable fields (* = required):
      • Anonymous - check the box if the donor wants to remain anonymous to fund advisors in the Donor Portal.
      • Amount*
      • Description*
      • Start Date* - this is the date when the donor want's their recurring gift to start.
      • End Date* - this is the date when the donor wants their recurring gift to end.
      • Donation Interval*
      • Apply To Spendable - check the box to apply the recurring donation to your spendable balance.
      • Destination Fund*
      • Campaign
    4. Click Next.
    5. Select Add Credit Card from the left-side menu.
    6. Click the blue Enter Creditcard Information button in the upper-left corner of the screen.
      • Enter the Donor's credit card information and click Save Card.
    7. Click Post from the left-side menu.
      • This will save the Donor's credit card information in Stripe. 
      • Error messages during positing are usually due to:
        • No email (or incorrect email) on the Donors Profile.
        • An issue with the credit card on file.

    Note: 

    • If the donor has a valid email address listed in their profile, CommunitySuite will automatically send a tax receipt when a recurring donation is processed.
    • The recurring donation will run (but not post) automatically based on the start date and donation interval. 
    • The Donor Record contains a link (next to the Saved Credit Card field) that will redirect you to the donor's credit card transactions within Stripe.
    • To enable recurring donations for the Online Donations page, check the box next to Public Recurring Donations within System Data.
    • Edit a recurring donation to split the total amount from each donation among different funds, change or add a campaign, and set the next date that a donation with process.

     

  • Import Donations

    Import historical, and legacy donations (from a previous system), into CommunitySuite.

    1. Select Donations from the Home page.
       
    2. Click Import Donations.

    3. In the CSV File Format and Examples window, click Download Template, and a .csv template will download to your computer's Downloads folder.import1.png

      Review the File Format Notes before proceeding.

    4. Open the import donation template, enter the donation data that you want to import, then save the the template to your computer.

      If a donation(s) is historical, make sure to enter the letter Y into the historical field.


      When saving the donation import template, give the template a new name.

    5. The CSV File Format and Examples window shows how each field within the donation import template should be formatted. Refer to this when adding donation data to the template.import2.png

    6. Select Choose File, then locate and open the .csv file containing your donation data (that you saved in step 5).import3.png

    7. Next to Payment Method, select how the donations were paid.import4.png

      If donations were made with a credit card, select Other Payment.

    8. Check or uncheck the box next to Create Profile on Conflict. If the box is checked, a new profile will be created if fields from the imported .csv file conflict with existing fields in CommunitySuite.import5.png

    9. Check or uncheck the box next to Update Existing Profiles. If the box is checked, and the same profile ID exists in both the .csv file and CommunitySuite, CommunitySuite will update the existing profile with additional data from .csv file.import6.png

    10. Click a radio button to determine whether or not the donations auto-post when imported.import7.png

    11. Check the Validate Only box if you would like to test if your import works without importing the donationsimport8.png
    12. Click Process.import9.png

     
  • Split Donations

    CommunitySuite allows you to split a donation between multiple Funds. This process should be followed for split contributions, split donations or split deposits (the Donation amount is split between two or more Funds). You can accept a donation via Stripe, check, cash, stock, etc. and have one payment to go towards either a non-tax deductible item (such as a ticket) and a deductible donation. The software will generate a donation tax receipt that acknowledges the deductible amount and the non-deductible portion of a split contribution (if applicable). This functionality is especially useful for ticket sales and events such as Auctions.

    1. Navigate to Payments from the Home page.
    2. Enter the name of the Profile that's giving the contribution.
    3. In the Create Payment window, enter the:
      • Payment Date
      • Payment Method
      • Amount - Enter the entire amount of the Donation.
      • Check Number (if applicable)
      • Fund - Choose one Destination Fund (you will pick a second Destination Fund later).
      • Note 
    4. Click Create

    To split the Profile Payment:

    1. Select Create Donation from the left-side menu.

      SpitDonations1.png

    2. Edit the Donation Type (if applicable).
    3. Update the Donation Amount to reflect the Donor's request.
    4. Enter the second Destination Fund.
      • If the Donation applies to the Spendable Balance, check the box next to Apply to Spendable.
      • Add a Description to describe the Split Donation.

        Split_donations_2.png

    5. Click the Process button.

    6. Post the new Donation.

      SplitDonations3.png

      Once the first donation has been posted, the remaining open amount will be automatically applied to the profile payment. If the first donation is not posted, the profile payment will still display the original amount, however the second donation can still be created for the remaining amount. 

    The Donation will now show an Open Balance in the Profile Payment for the remaining portion of the original Donation amount. 

    To apply the Open Balance and complete the Donation Split:

    1. Within the Donation window, click on the blue Profile Payment ID to the right of Profile Payment.

      Split_Donations_4.png

    2. In the Profile Payment window, select Create Donation, Create Invoice or Apply To Invoice.
      • For the purposes of this tutorial, we'll click Add Donation.
        • The Amount will pre-populate with the remainder of the contribution.

          Split_Donations_5.png

    3. Enter the second Destination Fund.
      • Add a Donation type and Description if applicable.
    4. Click Process.

    The entire contribution will now be split and applied. 

    SplitDonations6.jpeg

     
  • Bulk Process Tax Receipts

    After a donation is recorded in CommunitySuite, you can generate and send tax receipts to donors in bulk.

    1. Select Donations from the Home page.Donation1.0.png

    2. Click Tax Receipts.Donations2.png

    3. Click Bulk Process.Donations3.png

    4. Check the box next to each donation that should receive a tax receipt.Donations4.png

    5. Scroll to the bottom of the page and select Print ReceiptsDownload Receipts, or Email Receipts.Donations5.png

    Buttons

    Print Receipts

    This will initiate a background job at the top of the Tax Receipts page. Wait 2-3 minutes, then refresh your web browser and select the file link in the Recent Background Jobs window. A PDF document will open in a new tab in your web browser that you can print.

    Download Receipts

    This will initiate a background job at the top of the Tax Receipts page. Wait 2-3 minutes, then refresh your web browser and select the file link in the Recent Background Jobs window. A Microsoft Word document containing the tax receipts will download to your computer's downloads folder.

    Print Envelopes

    This will generate a PDF document in a new tab, that contains formatted envelopes for each donation.

    Print Labels

    This will generate a PDF document in a new tab that contains mailing labels for each donation. 

    Email Receipts

    This will email a tax receipt to the donor profile that made the donation. If the donor profile does not have an email address listed; they do not have an email address marked as Primary, or if their profile is set to Do Not Email, you will need to edit the profile and try again. 

    Mark as Sent

    This will remove the donations from the list of Unsent Tax Receipts and indicate that the tax receipt was sent.

     

    Note

    Print the Tax Receipts by hovering your cursor in the upper-right corner of the screen and click the Printer icon.

    • If you are printing directly from Google Chrome, uncheck Fit to Page in the print preview window.
    • If you are printing from Adobe PDF Viewer, select Actual Size in the print preview window.

     

    Example Receipt (8.5"x11")bulk_process.png

     

     

  • Create and Set Donation Types

    Donation types determine where your donations are posted. Follow the steps below to set donation types in your site:

    1. Navigate to Donations from the Home page.
      Donation_Types_1.png

    2. Select Donation Types from the left-side menu.
      Donation_Types_2.png

    3. There are three donation posting account options:
      • Manual - check the box next to Manual to choose a revenue account for each donation.
        Donation_Types_3.png

      • Categories - create donation types and link them to an account. Donations that are assigned a donation type will post to the account that the donation type is linked to.
        Donation_Types_4.png

        1. To create donation types, click Edit from the left-side menu.
          Donation_Types_5.png
        2. In the Donation Types table, enter the name of your donation type and click Create.Donation_Types_6.png
        3. Repeat these steps until all of your donation types have been created and then click Back in the left-side menu.
          Donation_Types_7.png
        4. Select the drop-down menu for each donation type to set the post account. 
          Donation_Types_8.png
    • Single Account (default) - post all donations to one account from your chart of accounts. All online donations will post to this account. Select from the drop-down menu to set the post account. Donation_Types_9.png

    4. Click Update once you've completed changes to all applicable donation posting account options.      Donation_Types_10.png

    Donation types are helpful when they reflect the items you report in your 990 form.
  • Delete a Donation

    If the Donation has already been Posted, it must be Unposted before you can Delete it.

    To Delete a Donation:

    1. Navigate to Donations from the Home page.
    2. Select the Donation ID number.
    3. Click Delete from the left-side menu. 
  • Unpost a Donation

    To Unpost a Donation:

    1. Navigate to Donations from the Home page.
    2. Select the Donation ID number.
    3. Click Unpost from the left-side menu.
      • If the Payment Method used was a Credit Card, the terminology used will be Unpost and Delete.
  • Create & Post a Donation
    1. Select Donations from the Home page.

      CreatePost1.png

    2. Click Create.

      CreatePost2.png

    3. Search for a profile or click [show list] to select from a list.

      CreatePost3.png

    4. Enter donation details.

      CreatePost4.png

      At a minimum, you must enter the Amount, Fund, and Date.

      • Donation Date
      • Donor Address
      • Donor Zipcode
      • Anonymous - check the box to make the Donor anonymous
      • Recognition Name - recognize the Donor with a name that's different than their Donor name. The Recognition Name is only associated with this contribution.
      • Donation Type - examples: Contributions (donations), Program Revenue (tickets) or Public Grant (grant funding).
      • Amount - the amount of money donated (integers only eg. 100, 2000.50)*
      • Spendable - check the box to have the Donation applied to the Spendable Amount for the Fund.
      • Grant Cycle - if applicable, select a Grant Cycle if the donation is part of a Grant Catalog campaign (this only appears if you created a Grant Cycle).
      • Payment Method - how the Donation was paid.
        • Enter a Check number (if applicable).
        • If Public Security is selected, enter a Stock Deposit Account.
      • Destination Fund - the Fund receiving the Donation. 
      • Description - if the donation is stock, itemize the number of shares of which type of stock (this information is used for the tax receipt).
      • Campaign - select a Campaign if the Donation is associated with an event or campaign.
      • Service Area - choose a Service Area (optional) to indicate the location of impact.
      • Custom Message 
      • Need Thankyou - if the box is checked the donation will be added to the Thankyous section- indicating that a Thankyou (tax receipt) letter needs to be sent to the donor.
      • Receipt Template - if the field is left blank, the system will use your default donation letter template when generating a donation tax receipt. However, if you have multiple donation letter templates and select one from the drop-down, the selected template will override the default template for the specific donation. This feature is only applicable to foundations that have enabled Donation Templates (in System Data), and created at least donation templates. 
      • Optional item: Select a Tribute from your Existing Tributes or Create a new Tribute, if none, select No Tribute.
      • No Donation Serial Number - checking this box will exclude the donation from serial numbers when printing a tax receipt.
        • This feature is only applicable if Donation Serial Numbers are turned on in System Data -> Site Data -> Donation Options.

      The private field on funds (shown below) makes the fund not available on the public donation portal and it does not affect entering donations in CommunitySuite. However, funds marked private will not be able to have a campaign with tickets.
      CreatePost5.png

    5. Click Process.

      CreatePost6.png

    6. Review the donation and click Post.

      CreatePost7.png

    7. If the profile that donated is associated with an open opportunity, click Link to link the donation with the open opportunity.

      CreatePost8.png

      The option to link a donation with an opportunity will only display if the donation has been posted. If the donation is unposted, the opportunity will be un-linked from the donation.

    8. Click Tax Receipt to email or print a tax receipt.

      CreatePost9.png

      If you've enabled and configured donation templates in System Data, 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.