When adding a donation for a constituent that has an pledge with remaining payments due, then GiftWorks will prompt you to consider receiving a pledge payment. If you are not receiving a pledge payment or the constituent does not have any pledges, then you can continue adding the donation and provide the basic donation information.
You will need to enter the date the donation was given and also the amount of the donation. If the tax deductible amount of the donation is different from the donation amount, then the tax-deductible amount can be entered for receipting purposes. This is often used when a portion of the donation was given toward goods or services received by the donor.
- Fund - what monetary fund should this donation be included?
- Campaign - what strategic effort was responsible for this donation?
- Appeal - what tactical effort was responsible for this donation?
- Designation - where should this donation be directed?
- Solicitor - who was responsible for prompting this donation?
- Event - what event prompted this donation?
You will also need to choose a payment method. Depending on the payment method (cash, credit card, online payment, etc.) additional fields may need to be collected. Note: sensitive credit card or account information (except the last 4 digits) should NOT be stored within GiftWorks for others to see.
You can also indicate if the donation was given in honor or memory of someone or something in the Tribute Information section.
The Acknowledgement section contains the information related to how the donation was or will be acknowledged. If you’ve already acknowledged the donation, the choose “Enter acknowledgement information” and provide the date and the method the donation was acknowledged. If you plan on acknowledging the donation at a later time, choose “Acknowledge later” and if you want GiftWorks to handle the acknowledgment process through the mailing process, choose “Add to ‘Thank You Letters’ mailing list”.
If a receipt should be sent, check the Send Receipt checkbox. Most donations should be receipted in a timely fashion.
The anonymous checkbox can also be used to indicate to those within your organization that the donor does not wish their identity to be known.
Click the Save button when you have entered the required information.