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.
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:
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.
In the App Launcher, search for Gift Entries
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.
Click New Entry to manage Gift Entries.
Under the Set Gift Information, you can search the Accounts in the Donor field.
o In the Gift Type select whether the Individual or Organizational/Household field.
Note: For Individual gift type, select a person’s account as a donor. For Organizational/Household, select a business account
o 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.
o In the Gift Received Date field, select the date when the gift is received.
o For the Payment Method, you can choose which way the donor would like to pay.
o If the Payment Method is Credit Card or Direct Debit you are required to provide a Gateway Account.
o For the Gift Amount, input the amount you would like to donate.
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.
In the Designation Information section, the Designation is also auto-populated as the information of designation is already inputted in the Parent Campaign. You can edit how much percentage you would like to share.
Edit the Soft Credit Information section if you want to credit it to someone.
In the Set Receipt Information 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.
After filling up the required information, click Next.
The system will be directed to the Payment Information once you select the Credit Card/BECS Debit/Check as the Payment Method. Fill in the necessary information.
Credit Card
The Email and Amount are auto-populated.
BECS Debit
The Email and Amount are auto-populated.
Check
Click Save Payment Details or Next.
After processing, it will make a new record that can be found in the Gift Entries.
For One-off Donations, it will process immediately and create a Gift Transaction and for Recurring Donations it will create 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.
The New Entry Form will display and fill in the necessary information:
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.
o Select the type of donation you'd like to make: One-Off or Recurring.
b. Under the Set Gift Information section, if the Payment Method is a Credit Card, a Gateway Account is required.
o Enter the amount of the donation you wish to give as a gift.
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.
Click NEXT after filling in the necessary information and Payment Information will display showing the Payment Instrument and the card details.
Tick the record and click NEXT and a new Gift Entries will be created.
Click Process Batch to process your Gift Batch Entries.
Once the batch entries have been processed, the system will generate a Gift Transaction for each donor's gift entry. For recurring donations, a Gift Commitment will be created.