Single Gift Entry allows you to enter gifts individually. You can enter a one-time or recurring donation. 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.
Whenever a donor makes a gift, two types of transactions can be created depending on what type of Gift Entry: 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.
On the other hand, Gift Commitments 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.
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.
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.
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.
▪️ New Gift Entry is the NPC standard in creating Gift Entry.
▪️ New Entry is the modified one.
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.
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 afterward you can proceed to the next window which is the Payment Form. Please note that Credit Card, BECS Debit, and Checks require Payment Information.
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.
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.
Select Donation Type:
For recurring donations select Recurring
For one-time donations select One-off.
When Recurring is selected as the Donation Type, the Start Date, Transaction Period, Transaction Interval, Transaction Day and End Date fields will display.
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.
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.
For the Payment Method, you can choose which way the donor would like to pay.
If the Payment Method is Direct Debit, you can select the receiving bank account by searching the preferred Bank Account. If none is selected, there is a default bank account based on the PosiPay Settings custom setting's Default Bank Account.
For the Outreach Source Code, the Outreach Source Code field is auto-populated based on the Campaign’s Default Source Code ONLY if the Campaign record is a Fundraising Campaign.
When searching an Outreach Source Code record in the Outreach Source Code field, only the Outreach Source Code records linked to the Campaign record will be searchable. Otherwise, ALL Outreach Source Code records will be searchable.
Once an Outreach Source Code record is selected, the Receipt Template field on the Set Receipt Information section is populated based on the Default Receipt Template field value of the selected Outreach Source Code record.
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.
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.
Soft Credit Information Section
In this section, you can credit the donation to credit to someone.
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. You can search and select the preferred Receipt Template.
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, and the CVC field is required; otherwise, the Save Payment Details button is not clickable.
BECS Debit
The Email and Amount are auto-populated.
Check (Cheque)
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 Gift Entry is created. For One-off donation is recorded as a Gift Transaction, while a Recurring donation is recorded as a Gift Commitment.