Donation Management
Describes entering, updated and managing donation records. If you are entering a gift larger than $1,000 please see if there are any existing opportunities that match this one. It may have already been entered during the prospecting phase of securing the gift.
Entering a new donation
If the gift is not a membership, go to the contact's record or the household account and click "New Opportunity". The record types listed below explain the purpose for each type of opportunity. If you are entering a gift for an organization or project that is NOT SFZC such as Grace Film Project use the gift type "Fiscal Agent".
Filling Out Gift Information
You do not need to name the opportunity, as it is named automatically based on record type date, and account when the record is saved. Fill in the account name (if not pre-populated), the amount, close date and stage. Stages have specific meanings so please check with your system admin for the latest stages and their uses.
Stages
Stages: The stage determines the status of the gift and whether it is included in the roll-ups. For a donation record type, the stages are:
Major Gift Stages
Matching Gifts Stages
Grant Stages
Other Gift Information
- Payment information is filled if the donation comes in from Click and Pledge. Otherwise, fill in Payment Channel and Payment Type.
- Acknowledgment status denotes whether a gift has been acknowledged and when.
- If you know this gift is eligible for matching, fill in the matching fields information.
- Honor designation fields can be used to merge in a thank you letter and to notify those honored/memorialized.
Payment Information on the Opportunity
1. NPSP Automatically fills in the Number of Payments, Number of Payments Paid, Number of Payments Outstanding, Payment Amount Received, Payment Write off Amount and Next installment date. This is calculated from the payments attached to the opportunity.
Payments
Payments are shown below the opportunity in a related list. NPSP automatically creates a single paid payment for each transaction unless you check the box "Do Not Automatically Create Payment" on the opportunity. You can schedule multiple payments, assign due dates and amounts to those payments and specify when the payment was actually received.
Payments Up Close
When you click into a payment, you'll see a link to the opportunity, payment amount, payment date, check reference number, check date, method of payment, and a checkbox for payments to write off. If you write off a payment, the pledge will be satisfied, but the donor will not receive credit for the written off amount.
Contact Roles
Contact roles usually create automatically for the primary donor and additional household members. You can change the primary role to a different contact if appropriate. You can also add other contacts and give them partial or full credit for the gift. The roles that are counted in contact and account roll-ups are: Donor, Household Member,Donor-Advised Fun, Donor Advisor, Matched Donor, and Soft Credit. Roll-ups reflect fiscal year unit and do not include opportunity type "Fiscal Agent."
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