Entering Donations as a System User

Contents

Constituents can make their own donations online, but there may be times when donations will need to be entered into Neon by staff, such as when checks are sent via mail. There are two ways to enter these donations into NeonCRM:

1) Using the Batch Donation utility. This allows you to enter multiple gifts at once in a spreadsheet-like utility.

2) Entering donations one at a time on donors' accounts.

Add Donation

To enter a new donation as a system user, you can start from one of two places: (1) the donor's Neon account or (2) the Quick Add button at the top of any NeonCRM page.

From the account page, open the Donations section, click the Create New button, and select Donation.

You can enter a donation for a new donor or add a new donation to an existing account by clicking on the Quick Add Button and selecting New Donation.

Donation: Create

Either way, you will be taken to the Donation: Create page.

If you are using the Quick Add method, you want to see if the donor you are entering a gift for already has an account in NeonCRM. To do this, start typing their name (first or last) into the Donor field, NeonCRM will narrow down matching suggestions as you type.

If you find a matching account, select this constituent by clicking their name. They will drop in as the donor on the Donation: Create page.

If none of the offered accounts is a match, select New Individual or New Company to create this donor as a new account.

Now, complete the appropriate fields to add the donation.

Donation Fields

Donor

The name of the existing or new account making the donation.

Amount

The amount of the donation.

Date

The date automatically populates as today's date, but can be changed for back-dating, etc.

Recurring

Allows you to set up a recurring schedule starting with this donation. Learn more about Recurring Donations.

If you choose a recurring donation, you'll need to set up an interval, such as "Every _3_ Months."

You can also choose an End Date. Leave End Date blank if you would like it to continue indefinitely.

Campaign, Fund, and Purpose

Optional fields to track additional information about how the donation should be used. Learn about Campaigns, Funds, & Purposes.

Tax Deductible Information

Specify a Non-Deductible Amount and Description or modify the default amount/description previously set at the Campaign level, if applicable.

Anonymous

Indicate whether or not this donor wishes to remain anonymous.

Donor Name

Typically used to indicate how the donor would like to be acknowledged publicly. Because donations cannot be entered on Households, this is often used for the couple's names (i.e. Mr. and Mrs. Jane and John Doe). This can be left blank if the donor wishes to be acknowledged the same way their name appears in the first Donor field.

Source

Designate the donation Source. This is used to track more specific information about how a donation was solicited. Learn how to configure Sources.

Fundraiser

Attribute this donation to a particular Fundraiser who assisted with this donation. Learn more about Peer-to-Peer Fundraising.

Solicitor & Solicitation Method

The Solicitor who assisted with this donation & how the donation was solicited.  Solicitor and Solicitation Methods lists are controlled in Global Settings.  A solicitor must already have an account in the CRM to be added via Global Settings.

Acknowledgee Name

Acknowledgee is a person who should receive notification that this donation was made. Typically for Honor donations, this will be the person who received a donation in their Honor. For Memory donations, this is typically a friend or family member of the deceased who should receive notification about this donation.

You can start a search for existing accounts by typing their name, or create a new one by clicking New Acknowledgee from the dropdown.

Tribute Name

This is for tracking honor/memorial donations. You can start a search for existing honoree records by typing their name, or create a new one by clicking New Tribute from the dropdown. Learn more about Tribute Donations.

Custom Fields

Displays Donation Custom Fields. Learn how to create and configure Custom Fields.

After entering the donation information, click Continue.

This will take you to one of two places:

New Account

Complete the appropriate fields for the new account. Click Create Account to continue to the summary and payment page.

Summary and Payment

Summary

This page provides some details about the information you've just entered, so you can confirm before adding payment information.

Click Back to make changes, or you can add another transaction to your shopping cart by clicking Edit or Add Items.

The two check boxes under Acknowledgement allow you to send an acknowledgement email and/or generate a thank you letter.

• Select Email to send the Donation Appreciation system email, provided that an email address is available for the donor.
• Select Mail Merge to send a hard copy letter by adding the donation to the mail merge reminder list.

Payment

On the Payment Method page, you will be prompted to select the Tender Type for the donation (e.g., check, cash, credit card, etc.). These can be configured by navigating to Global Settings cog Global Settings Payments & Transactions Tender Types. 

The Tender Type you select will change the payment information that you need to enter.

For example, when you select Check for the payment Tender Type, you will see the below fields.

Selecting Credit Card (Online) for the payment Tender Type will give you a different set of fields, as shown in the example the below. This tender also processes the payment with your credit card processor when submitted.

Fill out the appropriate payment information and click Submit Payment.