Entering a New Donor

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   Entering a New Donor

To enter a new donor, press F3, click the New button above the Donor Details area on the main screen, or select File ⇒ New Donor. Then fill in all of their details. Remember to press Tab, not Enter, to move from field to field.

 

You will notice that as soon as you start editing the new donor, the Donor Details area expands downwards so that you do not have to scroll it to enter all of the fields, if necessary. When this happens, the Donations area also disappears (though only if the Donor Details area would otherwise be overlapping it). This will change back when you finish editing the donor's information.

 

Optional Fields

 

Which fields are displayed in the Donor Details area can be controlled by a number of checkboxes in Donor Details tab of the Maintenance ⇒ Main Window Options window. The fields that can be optionally omitted from the Donor Details are are Member/Env. #, Email Address, Category 1, Category 2, Charitable Number, Annual Pledge, Other Info 1 through 6, and Comments.

 

Note: The Email Address, Other Info 1 through 6, and Comments fields are not available with the free Lite version of DONATION.

 

Member or Envelope Numbers

 

If your organization uses Member or Envelope numbers, you can fill this into the first field, Member/Env. #. If you are assigning such numbers for the first time, or are willing to reassign the numbers, you can have the program fill them in for you automatically. To do that, either click the drop-down arrow at the right of this field, or right-click in this field. Either action causes a small two-item popup menu to come up, as long as the field is currently blank. The options are:

 

Next Higher Member/Env. #, which automatically fills in the field with the number one higher than the highest Member/Envelope # used so far for any other donor, or

Last Unused Member/Env. #, which automatically fills in the field with the number that is the first gap in the sequential numbering (or 1 if that hasn't yet been assigned to any donor).

 

Both of those options obey the setting for "Lowest Member/Env. # for automatic assignment" on the Donor tab of the Maintenance Main Window Options window. So the first one will always enter a number that is at least that lowest number, and the 2nd one will always fill in the first gap in the number that is at least that lowest number.

 

You can also use the File ⇒ Next Higher Member/Env. # or File ⇒ Lowest Unused Member/Env. # main menu options, to do the same things, or the Database Reassign Envelope Numbers menu option to assign or reassign all or certain donors' envelope numbers.

 

Name Fields

 

There are three name fields: Business Name, Last Name, and First Name. When the Business Name is filled in, it is assumed to be the name of a business or organization that is making the donations. In that case, you can also fill in the Last Name and First Name, but they are assumed to just be the contact name within the organization - the main name that is displayed on receipts, reports, the Donor List etc. will be the Business Name.

 

For individual donors, leave the Business Name field blank, and fill in both the Last Name and the First Name for the person making the donation.

 

In versions of DONATION prior to version 3.03 (released in late 2007), there was no Business Name field, and users often put the business name into the Last Name field. When version 3.03 or later is first started, this is fixed, by moving names with only a Last Name filled in to the Business Name field. However, for long business names that would not fit into the Last Name field, users sometimes split them between the First Name and the Last Name field. Those ones would have to be moved to the Business Name field by editing the donor record directly.

 

For couples donating together, you may want to list them in only one donor record so they only get one receipt. To do that, select one name to file it under. You can then enter both first names under the First Name field (if they have the same last name), for example:

Last Name:Smith
First Name:Bob and Mary

If they have different last names, you can do something like the following:

Last Name:Smith & Mary Jones
First Name:Bob

Since names are always printed as First Name then Last Name, this will print as "Bob Smith & Mary Jones" which is what you want. However, note that it will always be alphabetized under "Smith", so you can't find it sorted under "Jones". However, you can find it under "Jones" with File ⇒ Find Donor.

 

If you want to always see a person's title displayed and printed with their name, include it in the First Name field, for instance "Mr. Bob". DONATION does not have a separate field for the title. See this topic for why, and additional ideas about handling titles.

 

Address Fields

 

Canadian users must have at least the first line of the address filled in, because the Canada Revenue Agency requires full donor addresses to be printed on the receipts. All other users can leave the address fields blank if they do not need an address to be required for their donors.

 

You may include a postal or zip code either in the Postal Code field, or as all or part of one of the three Address fields. Do not include it in both, as it will then be printed twice when printing addresses. An advantage of using the Postal Code field is that you can sort or filter on those values. Also, entries in the Postal Code field are automatically forced to be capitalized if they include letters (as in Canada).

 

When addresses are being printed, as on the official tax receipts generated by the Receipt menu options in the program, or when printing mailing labels or envelopes, the contents of the Postal Code field are always automatically added at the end of whichever is the last filled in of the Address Line 2 and Address Line 3 fields.

 

If you leave address lines empty, with a filled-in line following them, they will be moved up when you Save the changes, so there are no blank lines left within the address. So a filled-in Address Line 2 will move up into the space of an empty Address Line 1, and a filled-in Address Line 3 will move up into the space of an empty Address Line 2.

 

If most of the donors to your organization live in the same area, you may want to specify default values for any or all of Address Line 2, Address Line 3 and Postal Code. This can be done with the options on the Donor Details tab of the Maintenance ⇒ Main Window Options window. If you do this, whichever of those fields you set up defaults for will be automatically pre-filled when you start to create a new donor. Of course, if you use these defaults, be very careful to change the values for individual donors whose address doesn't happen to correspond to the default values.

 

Phone Number

 

The phone number is only for reference, and is not required or printed on the receipts.

 

To save you a bit of typing, phone numbers entered as all digits with no separators are automatically reformatted when the Donor record is Saved, so that 1234567 is changed to 123-4567, and 1234567890 is changed to (123) 456-7890.

 

Email Address

 

You may enter an Email Address for the donor. For any donor for whom you have entered an Email Address, if you right-click on that field, a small one-item popup menu comes up, with the option Send Email. If you select that menu option, an email will come up in a window, addressed to the email address in this field. (This requires you to have configured email sending with Maintenance ⇒ Email Sending Configuration.)

 

This email address is also used for emailing receipts.

 

Charitable Number

 

If the donor is itself another charitable organization, you can enter their Charitable Number in this field, for tracking.

 

Donor Categories

 

You can set up two distinct lists of category values, for categorizing your donors, via the Maintenance ⇒ Donor Category 1 or Maintenance ⇒ Donor Category 2 menu options. However, this is completely optional - many users do not use the Donor Category fields at all, and as mentioned above, these fields can even be hidden via options on the Donor Details tab of the Maintenance ⇒ Main Window Options window.

 

If you wish to select categories for a donor, the easiest way is to Tab or click into the Category 1 or Category 2 field and just type the first letter of the category name. If more than one category starts with the same first letter, type the letter a 2nd or further time to get to the other categories starting with the letter. Alternatively, click on the small down arrow button at the right of the field and select the category from the scrolling list that appears. If you need to undo a category selection, the first entry in the scrolling list is always a blank one, which means no category.

 

There is also always an "<Add New>" option on each of the drop-down lists of donor Categories. Selecting it brings up the appropriate maintenance window, pre-set to add a new category.

 

See Non-Receiptable Donors and Donations for ways to mark Donor Categories as Non-Receiptable, so that donors marked with those categories will never receive a charitable receipt created with the Receipt menu options. This could be helpful if you have a donor such as "Cash", in which you enter anonymous cash donations, or for donors that are themselves charities to which you should not issue official charitable receipts. (This latter point is true at least in Canada. I'm less sure about it for other countries.)

 

You can change the labels of these fields to anything you want by using the Donor Details tab of Maintenance ⇒ Main Window Options and changing the values in Category 1 Label or Category 2 Label. For instance if Category 1 was being used to select a membership status for the donor, you might change it to be named "Membership Status" or just "Membership".

 

Annual Pledge

 

The Annual Pledge field is an optional field where you can enter the total amount the donor has pledged to give your organization in the current year for which you are entering data.  If your donor makes weekly pledges, just multiply that by 52 to get the annual amount. If you accept annual pledges with a fixed donation category, or multi-year pledges, you can switch to one of two other pledging options that support this. See Pledges in DONATION for more details.

 

Other Info Fields

 

After the Annual Pledge, there are six fields which you can use for your own purposes. By default they are called Other Info 1 through Other Info 6. But you can change the labels of those fields to anything you want by using the Donor Details tab of Maintenance ⇒ Main Window Options and changing the values in Other 1 Label through Other 6 Label. For instance, you might change some of them to be called "Title", "Fax", and "Birthdate", if those were some other pieces of information you wanted to track. Note: The Other Info 4 through 6 fields are not initially shown when you install or upgrade DONATION, unless you check the checkboxes for showing them on that same Main Window Options window.

 

Comments

 

To edit the comments, you have a few choices. One option is to type directly in the smallish box for the Comments in the Donor Details area. Alternatively, pick the menu option File ⇒ Edit Comments, or with the cursor positioned in the Comments field, right-click in this field and select Edit Comments from the small one-item popup menu that comes up. A mid-sized window will come up on which you can edit the comments. Comments can be virtually any length, and contain anything about the donor that you wish to include. To go onto a new line when editing them, just press Enter. The comments will automatically word-wrap as you type.

 

Note: If you have made the Comments field invisible by unchecking its checkbox in the Donor Details tab of Maintenance ⇒ Main Window Options, you can still edit it with File ⇒ Edit Comments. It just won't show up in the main Donor Details area.

 

Saving Changes or Cancelling

 

When you are done, save the information by pressing Enter or F10, or clicking the Save button, or selecting File ⇒ Save Changes. If you decide you did not want to enter a new donor after all, press ESC, or click the Cancel button, or select File ⇒ Cancel Changes. (Note that you can't do anything else in the program until you choose one of those two options to finish or cancel entering the new donor.) Also note that you can't use Enter to do the save while you are in the Comments field, because it is reserved for inserting a new line into the comments.