Gifty Entry is a tool designed to help you enter gifts efficiently. It has features that provide you with the convenience of entering both individual single gifts and batches of gifts with great speed, accuracy, and flexibility.
The Gift Entry function is incredibly versatile, allowing you to enter one-time donations or recurring donations effortlessly. With a one-time gift entry, you can process a gift once, while a recurring gift entry allows you to process a donation as an ongoing contribution to your organization. Moreover, you can customize your recurring gift entries by selecting between open-ended or fixed-length options to suit your organisation's needs.
Batch Gift Entry will help you process gift entries in a group at once. You can also customize the number of gift counts and batch value of your batch entry. However, please note that you must enter gift entries with the same payment method.
Whenever a donor makes a gift, two types of transactions can be created: Gift Transactions and Gift Commitments.
Gift Transactions are created automatically whenever a gift entry or batch gift entry is processed. These transactions are used to document one-time gifts and provide a record of the donor's giving history.
Gift Commitments, on the other hand, are used to document recurring donations. When a donor signs up for a recurring gift, a Gift Commitment is created to document their commitment to give regularly.
By creating both Gift Transactions and Gift Commitments, organizations can accurately track their fundraising efforts and provide donors with accurate records of their giving history.
Here is the sample record of a successful Gift Entry:
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Start Date displays the start date if the donation is recurring.
Transaction Period specifies the duration of each payment cycle used by transaction interval. Example: Monthly, Yearly
Transaction Day specifies day of the month that the recurring donation will be processed on.
End Date specifies the end date of the recurring donation.
Transaction interval displays the number of transactions per transaction period.
Gift Entry Process
You can process gift entries through the Manage Gift Entries, Account, and Gift Batch.
Account
You can process a Gift Entry in the Account if the donor has already an account. Please note that you can put the New Entry button wherever you want in the Account object.
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When the New Entry button is pressed, the New Entry Information form will appear with pre-populated data, and the rest will require manual input.
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Gift Entries Object
In the Gift Entries, you can see two buttons: New Gift Entry and New Entry, either of the two you can use.
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▪️ New Gift Entry is the standard in pc button.
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▪️ New Entry is the modified one.
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When New Entry is clicked the Gift Entry Information will display. Unlike the Gift Entry Information in the Account, the information here is not pre-populate.
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Gift Entry Information Details
The Gift Entry Information form has the same layout wherever you process a Gift Entry. You need to input the required information afterwards you can proceed to the next window which is the Payment Form. Please note that Credit Card, BECS Debit and Checks require Payment Information.
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Set Gift Information section
In the Donor, you can search here for a person account, a household account or an organizational account that wants to donate. If you cannot search the donor’s name, it means the donor has no account and you have to make one.
In the Gift Received Date field, select the date when the gift is received. You can set it on current date or future dates.
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In the Gift Type, it is a pre-populated field once an account has been set in the Donor. It could be an Individual Gift type or Organisational.
Individual if the donor is a person account.
Organisational if the donor is an Organisation.
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Select Donation Type:
For recurring donations select Recurring
For one-time donations select One-off.
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When Recurring is selected as the Donation Type, the Start Date, Transaction Period, Transaction Interval, Transaction Day and End Date fields will display.
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Recurring donation type required details,
For the Start Date, set the date when the donor wants to start the recurring donation.
For the Transaction Period, set the duration of each payment cycle. Example: Yearly, Monthly.
For the Transaction Day, set what day of the month the recurring donation will be processed.
For the End Date, set the date when the recurring donation will be ended. If it is an open recurring donation then skip the field.
For the Gift Amount, input the amount you would like to donate.
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In the Gateway Account field, it is pre-populated with your default Gateway Account that you set in the PosiPay Settings or you can select Gateway Account that you have.
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For the Payment Method, you can choose which way the donor would like to pay.
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Add or Edit Donor Details Section
Under the Add or Edit Donor Details section, these fields are auto-populated once an Account is entered in the Donor field. If some of the information is missing, please fill it out otherwise it will not proceed to the next process.
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Designation Information
In this section, the designation is auto-populated once the outreach sourcode is set. You can edit the percentage. You can also delete, change the designation, or add more.
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Soft Credit Information Section
In this section, you can credit the donation to credit to someone.
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Set Receipt Information Section
In this section,
Choose the preferred Receipt Channel for the donor to receive their receipt. It could take place through the use of Email or SMS.
The Receipt Template defines the method/channel of sending the receipt for the gift.
This field also defaults to the Outreach Source Code’s Default Receipt Template field.
Payment Information
Once you have completed filling in the required Gift Entry Information, the Payment Information window will only be displayed if you have chosen to make a payment using a Credit Card, BECS Debit, or Check.
Credit Card
The Email and Amount are auto-populated.
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BECS Debit
The Email and Amount are auto-populated.
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Check
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After filling in the payment details, you can proceed by clicking the Save Payment Details button. If the New Entry is created in the Account it will be redirected back to the Account and if it is created in the Gift Entries Object it will be redirected to Gift Transaction.
Upon successful processing, a One-off donation is recorded as a Gift Transaction, while a Recurring donation is recorded as a Gift Commitment.
Gift Batches Process
From the App Launcher, find and select Gift Batches.
Select an Unprocessed Gift Batch or Create a Gift Batch.
Click the New Entry button to process Gift entry.
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The New Entry Form will display and fill in the necessary information:
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a. Under the Donor Information section input the barcode that can be found in the Campaign Member record. The system will then automatically display the details.
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o Select the type of donation you'd like to make: One-Off or Recurring.
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b. Under the Set Gift Information section, if the Payment Method is a Credit Card, a Gateway Account is required.
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o Enter the amount of the donation you wish to give as a gift.
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c. Under the Set Designation Information, these are auto-populated following the Designation listed in the Campaign parent. You can also change the Percentage of the designation if you like.
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Click NEXT after filling in the necessary information and Payment Information will display showing the Payment Instrument and the card details.
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Tick the record and click NEXT and a new Gift Entries will be created.
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Click Process Batch to process your Gift Batch Entries.
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