Difference between revisions of "ProDon:Donation Occasion Management"

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'''<span style="color: rgb(255, 0, 0);">A: </span>'''These buttons allow you to browse from one donation occasion to the other without necessarily returning to the "Donation occasion management" window.
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'''<span style="color: rgb(255, 0, 0);">B: </span>'''This line contains the donation occasion code. This code can serve as a shortcut in order to accelerate subsequent donation entry.
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'''<span style="color: rgb(255, 0, 0);">C: </span>'''This line contains the description of the donation occasion. This description is actually the name of the donation occasion and it is the name that will appear on the receipts.
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'''<span style="color: rgb(255, 0, 0);">D: </span>'''If this option is checked, it is impossible to enter a donation transaction without linking it to an activity.
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'''<span style="color: rgb(255, 0, 0);">E: </span>'''If this box is checked, it is possible to create a new activity when entering a transaction.
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'''<span style="color: rgb(255, 0, 0);">F: </span>'''This box allows you to activate the "''In Memoriam'' gift management". For more information concerning ''In Memoriam'' gifts, consult this procedure.
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'''<span style="color: rgb(255, 0, 0);">G: </span>'''By unchecking this box, the donation occasion is deactivated. Once the donation occasion is deactivated, it is found in the "Deactivated occasions" tab.
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'''NOTE: '''It is also possible to deactivate a donation occasion from the "Donation occasion management", but it is only possible to reactivate it from this box.
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'''<span style="color: rgb(255, 0, 0);">H: </span>'''By unchecking this box, the donation is no longer excluded from the reports and the lists. To include the donation occasion back in the reports and the lists, you simply need to check this box again.
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'''NOTE:''' Generally, when a donation occasion has not been active for about 5 years, it is irrelevant to include it to the reports and lists.
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'''<span style="color: rgb(255, 0, 0);">I: </span>'''This box must be checked if it is a beneficiary donation occasion. For more information concerning beneficiary donation occasions, consult this procedure.
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'''<span style="color: rgb(255, 0, 0);">J: </span>'''It is the list of activities for the "Golf Tournament-2011" donation occasion.
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'''<span style="color: rgb(255, 0, 0);">K: </span>'''This button activates the search bar.
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'''<span style="color: rgb(255, 0, 0);">L: </span>'''These buttons allow you to add, edit or remove a revenue activity.
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'''<span style="color: rgb(255, 0, 0);">M: </span>'''The "Expenditures" tab contains the expenditure activities for the "Golf Tournament-2011" donation occasion. For more information concerning expenditures, consult the section "Adding / Editing an Expenditure Activity".
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Revision as of 10:05, 25 October 2011

Template:Header ProDon

Introduction

A donation occasion is a source of funding. It is the centre of ProDon's financial structure. An event is a donation occasion; but other sources of revenues, such as general donations or planned gifts are also donation occasions. Each of the donation occasions comprises activities and expenditures.


For instance :

For a gala dinner, it is possible to define:

The activities that generate revenues, such as:

  • Tickets
  • Platinum Sponsorship
  • Gold Sponsorship
  • Donations


The expenditures for carrying out of the gala dinner, such as:

  • Reception hall rental
  • Caterer
  • Entertainement expenses


For an annual fundraising campaign, it is possible to define:

The solicitation activities, such as:

  • First mailing
  • Second mailing as reminder
  • First mailing - Commitment (recurring donations, requires the commitment module)
  • Second mailing - Commitment (recurring donations, requires the commitment module)
  • Unsolicitated donations


The expenditures for carrying out the campaign, such as:

  • Postal charges
  • Promotional material


NOTE: For donation occasions related to "In Memoriam Gifts" and "Beneficiary Donation Occasions", first consult these documents:

  • In Memoriam Gifts
  • Beneficiary Module

Donation Occasion Management

To go to the "Donation Occasion Management", from the software home page, click on the "Transactions" menu, then select "Bouton Occasion de dons.png Donation occasions".

Donation Occasion Management 001.png


After clicking on "Bouton Occasion de dons.png Donation occasions", this window opens.

Donation Occasion Management 002.png

A: The "Donation occasions" tab contains all the active donation occasions.

B: The "Beneficiary occasions" tab contains the beneficiary occasions. For more details concerning the beneficiary occasions, consult this procedure.

C: The "Deactivated occasions" contains the deactivated donation occasions. To learn how to reactivate a donation occasion, click here.

D: It is the list of donation occasions active in the database.

E: The Button add plus.png button allows you to create a new donation occasion.

F: The Button Edit.png button allows you to modify a donation occasion. To do so, select the donation occasion to be modified, then click on the Button Edit.png button, or simply double-click on the donation occasion to be modified.

G: The Button cancel.png button allows you to deactivate a donation occasion. To do so, select the donation occasion to be deactivated, then click on the Button cancel.png button. After clicking on the button, the donation occasion will be found in the "Deactivated occasions" tab. For more details, see letter C.

H: The Button Minus remove delete.png button allows you to delete a donation occasion from the list.

NOTE: This option is not recommended, it is preferable to deactivate an occasion rather than delete it.



Adding / Editing a Donation Occasion

Main Window / Editing a Donation Occasion

After clicking on the Button Edit.png or Button add plus.png button, this window opens.

Donation Occasion Management 003.png

A: These buttons allow you to browse from one donation occasion to the other without necessarily returning to the "Donation occasion management" window.

B: This line contains the donation occasion code. This code can serve as a shortcut in order to accelerate subsequent donation entry.

C: This line contains the description of the donation occasion. This description is actually the name of the donation occasion and it is the name that will appear on the receipts.

D: If this option is checked, it is impossible to enter a donation transaction without linking it to an activity.

E: If this box is checked, it is possible to create a new activity when entering a transaction.

F: This box allows you to activate the "In Memoriam gift management". For more information concerning In Memoriam gifts, consult this procedure.

G: By unchecking this box, the donation occasion is deactivated. Once the donation occasion is deactivated, it is found in the "Deactivated occasions" tab.

NOTE: It is also possible to deactivate a donation occasion from the "Donation occasion management", but it is only possible to reactivate it from this box.

H: By unchecking this box, the donation is no longer excluded from the reports and the lists. To include the donation occasion back in the reports and the lists, you simply need to check this box again.

NOTE: Generally, when a donation occasion has not been active for about 5 years, it is irrelevant to include it to the reports and lists.

I: This box must be checked if it is a beneficiary donation occasion. For more information concerning beneficiary donation occasions, consult this procedure.

J: It is the list of activities for the "Golf Tournament-2011" donation occasion.

K: This button activates the search bar.

L: These buttons allow you to add, edit or remove a revenue activity.

M: The "Expenditures" tab contains the expenditure activities for the "Golf Tournament-2011" donation occasion. For more information concerning expenditures, consult the section "Adding / Editing an Expenditure Activity".



"Documents" Tab



"Cust. field" Tab





"Client link" Tab















"Other" Tab





"Note" Tab





Adding /Editing a Revenue Activity


Main screen / Editing an Activity











"Documents" Tab


"Cust. field" Tab





"Other" Tab









"Characteristics" Tab






"Trans. Charact." Tab


"Commit. charact." Tab


"Participants" Tab


Adding / Editing an Expenditure Activity




Document name: ProDon:Donation Occasion Management

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