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 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.
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:
Gift Information
Name is an auto-populate field. It will automatically create once you process a Gift Entry.
Donor is the Donor’s name.
Gift Received Date is the date when the gift is received set by the donor.
Check Date is the date of the check that was handed over by the donor.
Gift Batch is an auto-populate field. It will create/occur if the Gift entry is processed in the gift batch.
Gift Commitment displays if it is a recurring donation.
Gift Processing Status is the stage of the gift that you process. It could be a success, failed, and pending.
Card Type displays the type of card that is used by the donor. It could be Mastercard, Visa, American Express and etc.
Gateway Account displays the gateway account being used.
Card Last 4 Digit shows the last 4 digits of the card of the donor.
Payment Intent ID is the payment ID from Stripe.
Response Code is the gateway response code to the transaction.
Response Message is the gateway response message to the transaction.
Receipt Channel defines the method or channel of sending the receipt for this gift.
Receipt Template defines the receipt template for this gift.
Gift Type could be Individual or Organizational.
o Individual for person account.
o Organizational for business account.
Donation Type is the type of donation that the donor wants to process, it could be One-Off or Recurring.
Gift Amount displays the amount of donation of the donor.
Payment Method indicates the payment method being used by the donor. It could be Credit Card, Cash, Direct Deposit, Direct Debit or Cheque.
Gift Transaction displays automatically every time you process a single gift entry or batch gift entry.
Out reach Source Code is an auto-populated field. It automatically displays the name of the Outreach Source Code related to the outbound campaign.
Donor Information
This section displays the personal information of the donor. These fields are auto-populated since it is connected to the barcode in searching Campaign Member’s record.
Payment Instrument Details
Payment Instrument Token specifies the token received from the gateway for the payment method.
Card Expiry Month displays the expiry month of the card.
Card Expiry Year displays the expiry year of the card.
Card Type Logo specifies the type of logo associated with the card.
Gift Commitment Schedule Details
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.
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 standard in pc button.
▪️ 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 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.
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.
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.
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.
BECS Debit
The Email and Amount are auto-populated.
Check
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.