# Add New Donation

To access the “Add New Donation Screen,”select it from the “VSS Donations Menu Bar” dropdown list.

The high-level process for “Add New Donation” is the following:

1. Search existing donor records thoroughly to ensure a duplicate Donor (Individual, Individual (Volunteer), or Organization), record is not created.

2. “Add New Donor” record (Individual or Organization) in the “Create Donor Screen.”

3. Use “Edit Donor Screen” to edit donor records and add or edit donations.

The first screen to open is the “Search for Donor Screen.” A message appears to “Search for an existing donor before adding a new one.” The system will Search against the VSS database for a Donor with a Donor Type of Individual or Organization.

### Donor Type- Individual

1. If searching for Donor Type is as an Individual the user can populate any or all of the following fields to Search for an “Existing Donor Record”

· Donated At: Current working Facility or Any Facility (Default).

2. Search for Donor Type (Individual).

Searchable Fields

· Name

· City

· Email

· State

· Zip

· Phone Number

3. If the Donor is found from the search, users can select the Donor from the results list, edit the Donor and add a donation from the “Edit Donor Screen.”

4. If no Donors are found from the Search, a message will appear, “Sorry, no donors were found that matched the specified criteria.” At this point, the user can “Add New Donor.”

5. The next screen to appear is the “Create Donor Screen.”

Search for Donor/ Individual

1. If the Donor is found from the search, users can select the Donor from the results list, edit the Donor and add a donation from the “Edit Donor Screen.”

2. If no Donors are found from the search, a message appears, “Sorry, no donors were found that matched the specified criteria.” At this point, the user can “Add New Donor.”

3. The next screen to appear is the “Create Donor Screen.”

###

### Create Donor (Individual)

Donor Type Panel

· Individual (Displayed as Read Only)

Create Donor Panel

· Last Name (*required)

· Suffix

· Prefix

· First Name (*required)

· Middle Name/Initial

Mailing Address Panel

· Street Address 1

· Street Address 2

· City

· State

· Zip Code

· Email Address

· Phone Number

### Link Volunteer

If the “Individual Donor” is a volunteer, select “Link Volunteer.” This will allow the user to search for existing volunteers. The “Link Volunteer” button is on the “Create Donor Screen.”

1. If the Volunteer exists as a Donor and missed in the initial Search, an error message will appear, “Volunteer is linked to another donor. Please select a different volunteer or search for the donor record established for this volunteer.”
2. If the Volunteer is found, the user can select it and establish it as a Donor Record. Once the volunteer is located, the system will automatically populate the volunteer information and display it in Read Only format.
3. If the Search results are found, the next screen is “Edit Donor Screen”
4. Once a Donor is linked to a volunteer, the user can:

· Link Volunteer: Allows the user to Search for existing volunteers. Once a Donor is linked to a volunteer, the other options can be performed.

· Edit Volunteer –Provides the ability to “Edit the Volunteer” information. The user is taken to the “Edit Volunteer Screen” to make updates. Once submitted, the user is taken back to the “Edit Donor Screen” and the updated volunteer information is displayed.

· Unlink Volunteer – The “Unlink Volunteer” button will remove the “Link” between the “Volunteer Profile” to the “Donor Profile.” This will separate the volunteer from the Donor.

o When the “Unlink Volunteer” is entered the user will receive a message “Are you sure you want to remove the volunteer link from this donor?”

§ If “OK,” the volunteer and Donor will no longer be linked. The user can enter or update the Donor information or Link to another volunteer.

§ If Cancel is selected, the volunteer will remain linked to the Donor.

· Merge Donor and Make Anonymous: Provides the ability to merge two existing donors into one from the “Edit Donor Screen

· Add Donation – This button is available for users to add a donation.

Search for Donor/Organization

1. The system will Search using the criteria entered to see if the Organization has been established as a Donor.

2. If no Donors are found from the search, a message will appear, “Sorry, no donors were found that matched the specified criteria.”

3. If the Donor does not exist, select “Add New Donor”

4. When clicked, the “Search for Organization Screen” will display with the Organization Name.

5. This screen will pre-populate to allow the user to Search for the Organization to link to the Donor Record. The user can then execute the Search for any Organization/Local branch matching the criteria entered.

Search for Organization/Search Results

1. If the Organization exists as a Donor and was missed in the initial Search, an error message will appear, “Organization is linked to another donor. Please select a different organization or search for the donor record established for this organization.”

2. If the Organization is found, the user can select and establish it as a Donor record.

· Once the Organization is chosen as a Donor the user can:

o Edit Organization: This selection will provide the ability to “Edit the Organization” information. The next screen to appear to make any updates is the “Organization Detail Screen.” Once submitted, the user is returned to the “Edit Donor Screen” and the updated Organization information is displayed. Only Local Organizations and Local Branches within your working facility can be updated.

· Add Donation – This button is available for users to add a donation from the “Edit Donor Screen.”

### Edit Donor Screen

The “Edit Donor Screen” displays the following information retrieved from the “Donor Profile.” If Donor is Individual, the screen displays the following Donor information, which can be updated.

Donor Type: Individual

Donor Information:

· Name

· Address

· Email Address

· Phone Number

If Donor is Individual that is a “Volunteer,” the screen displays the following Donor information, which is Read Only.

Donor Type: Individual

Donor Information/Donor is a Volunteer

· Name

· Address

· Email Address

· Phone Number

If updates are required, the user can navigate to the “Volunteer Profile”by choosing “Edit Volunteer”to initiate the changes. The “Volunteer Profile”and the “Donor Profile” will always be in sync.

Donor Type: Organization

If Donor is an“Organization” the screen displays the following Read Only Donor information:

· Facility: National or Local Facility Name

· Name:

· Type: Organization or Branch

· Contact Name

· Contact Title

· Contact Phone

· Contact Email

· Contact Address

E If updates are required, the user can navigate to the “Organization Detail”by choosing “Edit Organization” to initiate the changes. The “Organization Detail”and the “Donor Profile” will always be in sync. Only Local Organizations and Local Branches within your working facility can be updated.

### Add Donation Button

The “Edit Donor Screen,” regardless of Donor Type, displays the “Donations” panel. The “Donations” section allows the user to “Add Donation” and view existing donations. The “Create Donation Screen” will appear next.