The Maintenance Menu


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   The Maintenance Menu

Organization Info

Edit the name, address and charitable number of your organization, etc. For more information see Editing Organization Info.


Main Window Options

Edit a number of options for the Donor Details area (including the names for the six customizable Other Info fields), the Donations area, plus options for Limited Users if you choose to use a Limited User password as well as a normal Program Entry password. For more information see Editing Main Window Options.


Receipt Options

Specify various options for the print format of the charitable receipts, including whether you want Canadian (English) receipts, Bilingual (French/English) receipts, French-only receipts, U.S. receipts or ones for Australia or other countries. For more information see Editing Receipt Options.


Email Sending


Set up the settings to allow the DONATION program to send emails. (These are your SMTP settings.) For more information see Email Sending Configuration.



Donation Categories

Allows you to enter various categories for donations. See Donation Categories for details.


Donation Paid By


Allows you to edit the list of built-in values displayed on the drop-down list for the Cheque # / Paid By field. (You can also type anything you want into that field, however, not just the values listed in this menu option's window.) See Donation Paid By Values for details.


Donor Category 1 and

Donor Category 2

Allows you to edit one of two possible distinct lists of categories for donors. See Donor Categories for details. If you set the Category 1 Label or Category 2 Label to something different in Maintenance Main Window Options the names of these menu options will change to include that new label.



Configure Bank


Allows you to configure whether you are preparing your bank deposits in DONATION, and if so, which accounting software program you will be exporting transactions to. See Configuring Bank Deposits for details.


Create Bank Deposit

Allows you to create a new bank deposit by selecting which donations are included in it, or retrieve a previously saved bank deposit. On the same window, you can print a report on that bank deposit, and export it to an import file for Software4Nonprofits ACCOUNTS or Intuit QuickBooks Desktop.


Count Cash

Brings up a window that allows you to count and total coins and bills.

Change Year

Used to change the year of the data you are working on to an earlier or later year. If there is no data for the year you are changing to so far, you are given an option to copy donors and categories from the current year to the new year. See details under Year End Procedures and Changing Years in the Database.


User Administration


This sub-menu is only present for users of the Web Network Version. See Web Network User Management for details.

 Edit Your Login

Allows you to edit your own Web Network Version login information: email address, name and password.

 Administer All Users

Allows an Administrator for the current Web Network Version database to add and delete users, and change their Access Levels.

Change Password



See Passwords for details of most of the following sub-menu options, where other more-specific links aren't given.


In the Web Network Version, only the Receipt Password option below is available - the limitations enforced by the other passwords are instead determined by the permissions given in the Maintenance User Administration Administer All Users window. All of the other options are omitted.


  Program Entry


Set or change the password used to get into the program. You can remove the password by leaving the New Password fields completely empty.



  Limited User


Set or change the password used by Limited Users to get into the program. For more details on Limited Users, see Using a Limited User Password.



  Read Only


Set or change the password for read-only users. Such users can view data and reports, and create letters etc., but not change any data, generate receipts (other than sample ones) etc.



  Receipt Password

Set or change the password required before you can generate receipts. (This can be used to provide added security in terms of who can generate receipts.) If this is not set, users who enter with the Program Entry Password (or all users, if that is not set) can create receipts.


  Internet Backup

  Encryption Password

Set or change the password used to encrypt Internet Backups, which is also used for the Cloud Storage Service. As long as you have not set up a Read Only or Limited User password, this can be the same as the Program Entry Password, as long they both satisfy the stricter requirements for Internet passwords.

  Donors Only


Set or change the password for users who can only see and change donor information, no financial information (donations, receipts, pledges, etc.). See Using a Donors Only Password.