# Create Donation Screen

If Donor is Individual, the Donor section of the “Create Donation Screen” displays the following Donor information in Read Only format:

Donor Type: Individual

· Name

· Email Address

· Phone Number

· Address

If Donor is Individual that is a “Volunteer,” the Donor section of the “Create Donation Screen” displays the following Donor information in Read Only format.

Donor is Volunteer

Donor Type: Individual

· Name

· Email Address

· Phone Number

· Email Address

The user has the ability to override the address information for the Acknowledgement (ACK) by clicking on the “Pencil and Paper” icon. This override is only applicable to the selected Donation and cannot update the Donor Profile address. The user has the option to show or hide the ACK address.

If Donor is an “Organization,” the Donor section of the “Create Donation Screen” displays the following Donor information in Read Only format.

Donor is an Organization

Donor Type: Organization

· Facility: National or Local Facility Name

· Name (hyperlink navigates the user to Donor information screen)

· Type: Organization or Branch

· Contact Name

· Contact Title

· Contact Email (mail icon)

· Contact Phone

· Contact Address

The user has the ability to override the address information for the ACK by clicking on the “Pencil and Paper” icon. This override is only applicable to this donation and cannot update the Donor Profile address. The user has the option to show or hide the ACK address (For an example, refer to the Hide Acknowledgement Address).

Donation Panel of Create Donation Screen (Next Figure)

· Facility (current working facility is displayed in Read Only format)

· Donation ID: Auto-generated by the system

· Donation Date: *Required (Must be within current fiscal year).

· Donation Type: *Required (Select: Activity, Cash, Check, Credit Card, E-donation, Item)

· Check Number: Only displayed when “Donation Type” is “Check” (*Required)

· Check Date: Only displayed when “Donation Type” is “Check”

· Card Type: Only displayed when “Donation Type” is “Credit Card” (*Required) (Select: American Express, Master Card, Visa, Discover)

· Confirmation Number: Only displayed when “Donation Type” is “Credit Card”

· E-Pay Training Number: Only displayed when “Donation Type” is “E-Donation” (*Required)

· General Post Fund (GPF): Account number to apply the donation against.

o *Required

o Dropdown List of GPF’s defined for the working facility

o Defaults to none if “Donation Type” is Activity or Item.

· Donation Amount (*Required)

· Field Service Receipt: Receipt number from Fiscal Service once a donation has been submitted and recorded.

o Only displayed when “Donation Type” is Cash, Check, or Credit Card

· ACK Date (Automatically populated when donation document is printed, can manually be entered).

· Reference: Used for categorizing donations, such as division ID or sub-accounts

o Dropdown list of References defined for the working facility

· Letter Salutation: The greeting used in the Thank You Letter. (*Required)

· Designation: Purpose or intended recipient of the donation

· Affiliation: Organization to receive credit for the donation. Only available for Donor = Individual.

o Add Affiliation searches for Organizations. If found, click on it and add it to the Donation Panel.

o Delete Affiliation removes the Affiliation and changes it to Not Affiliated.

· Donation Description: This description is used when formulating the receipt and ACK.

· Additional Information: Area to add information related to the donation.

In Memory Of Panel

The following fields are available if the donation is made “In Memory Of” a designated individual. The Scope for the following fields is collected for ALL monetary donation types (Cash, Check, Credit Card, and E-Donation). These fields are not available if “Donation Type” = Activity or Item:

· In Memory Of: The section recognizes who the donation was made in honor of.

· Family Contact: Name and address of the family contact individual - family member of the individual in whose memory the donation was made.

o This field is “not required” however, can only be entered if “In Memory Of” is populated. If not, user receives error message, “In Memory Of is required when Family Contact is entered.”

· Name:

· Street

· City

· State (dropdown list)

· Zip

Carbon Copy (CC) Field: Names to appear in the CC fields

Links on the Create Donation Screen

· Post & Print

o The “Post and Print” button allows the user to save the information on the screen and display the “Post and Print” dialogue.

§ The user can choose to print the donation receipt, memo or “Thank You Letter” in PDF or Word format.

§ If the Donation ACK date has not been previously populated, the date the “Thank You Letter” was requested is printed and displayed.

· Post

o If the user selects “Post,”edits are performed:

§ If all edits pass, the data is saved to the database. The user’s ID, time, date of update is recorded. This information is retained in the database for auditing purposes, and is not displayed.

§ The user receives a confirmation message of the saved Donation information.

§ If edits fail, error message(s) display indicating the corrections and the action requested from the user. The data is not saved until all edits are passed.

· Cancel

o If user clicks Cancel, updates are saved to the database.