Create a Donation Record

This function allows administrators to keep track of collected donations. Administrators can continue to add new donation records as needed.

To create a donation record, go to Donation Management > Manage Donations. Select Create Donation Record. On the generated form, enter the  details into the fields. Donation entries can include any number of the following fields:

1. The Invoice Number is generated automatically.
   
   
2. For the Status, select "Invoiced" or "Paid."
   • If a donor has pledged a certain amount but has yet to send payment, select "Invoiced."
     
     
3. Donation Fund will display which fund the donation was meant for.
   
   
4. Enter the Total Cost and Amount Paid.
   • These amounts will only differ if the donor has pledged to give a certain amount but has made a partial payment by check, or hasn’t made any or all of the payments yet.
     
     
5. Enter the Date Received.
   
   
6. Enter the Payment Account (this is important if you use a different account to accept donations).
   • This field will be used for syncing payments to external accounting systems when the needed integrations are built into AMO.
     
     
7. Enter the Payor.
   • This is the name of the person who supplied payment. Occasionally, the name of the donor and the payor will differ.
     
     
8. Enter any relevant Comments.
   
   
9. The Transaction ID is filled in automatically and cannot be manually changed.
   
   
10. Date Created and Date Updated are generated automatically.
    
    
11. Enter the donor's First Name and Last Name and their preferred Salutation (drop-down menu) and Suffix.
    
    
12. Enter their complete Address in the appropriate fields.
    
    
13. Enter their Email Address.
    
    
14. Enter their Phone Number.
    
    
15. Select their Privacy Preference for Acknowledgement of Donation from the drop-down menu.
    
    
16. Enter their Name As It Should Appear In Printed Materials.
    
    
17. Select the Individual Attached To This Donation from the populated drop-down menu.
    • If the donor is a current member, the donation can be attached to their existing individual record.
    • If the donor is a new member, you must first create an individual profile.
      
      
18. Select Update Donation to save changes.