Donation Entry

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Number:

To enter a new donation, leave this field as zero; the computer will assign the next transaction number.

To edit a transaction, enter the transaction number to edit.

Date:

Enter the date of the donation. This field defaults to the current date and can be changed if needed.

Donor:

Enter the donor code of the person making the donation. The personal information for the donor will be displayed. Changes to the personal information can be made on the Member/Donor Information screen.

This field defaults to CASH and can be changed if needed. Leave it as cash if the donor isn't known.

To add a NEW donor:

1.

If the Assign donor numbers field is checked in the Organization Information screen, click the Plus button next to the donor field. This will run the Member/Donor Information screen.

2.

If the Assign donor numbers field isn't checked in the Organization Information screen, enter the new donor code and then click the Plus button next to the donor field. This will run the Member/Donor Information screen.

Bank Account:   Enter the bank account number where the funds will be deposited.

Deposit Number:   This is the deposit number assigned for the particular deposit. Several donations can have the same deposit number.

Donor Check Number:   This is the donor's check number. For cash donations enter CASH or COIN in this field.

Total Amount:   This is the total amount of the donor's check/cash.

Donation Line Items: Each donation can be divided amongst several funds or general ledger (G/L) income accounts. The system allows a donation to be allocated to up to 300 G/L accounts or line items. Only four of these items are displayed at any one time. If there are items above or below the currently displayed items an Up and/or a Down button is displayed to the right of the grid.

G/L Account   Enter a valid G/L income account.

Fund Account   This is tied directly to the income account entered in the G/L Account field.

Description   This will default to the pledge description or the G/L account description. This description can be over written with a more meaningful description for each individual line item.

Amount   This is the amount of the total amount that is allocated to the specified G/L account.

Deductible   Indicate whether or not this line item is tax deductible. If someone asks you to "Cash a check." The check is entered as a non-tax deductible item. If the "donation" is for payment of camp, a seminar, a dinner, or any thing else where the donor receives something or services; then the donation is non-tax deductible. For instance, a donor gives a $25 donation for which he receives a "complimentary book." The cost of the book must be deducted from the donation and recorded as non-tax deductible. Check with the IRS for the latest requirements.