Difference between revisions of "ProDon:Donation Occasion Management"
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− | '''<span style="color: rgb(255, 0, 0);">B: </span>'''The "Beneficiary occasions" tab contains the beneficiary donation occasions. For more details concerning the beneficiary donation occasions, consult this procedure. | + | '''<span style="color: rgb(255, 0, 0);">B: </span>'''The "Beneficiary occasions" tab contains the beneficiary donation occasions. For more details concerning the beneficiary donation occasions, consult [[ProDon:Beneficiary_Module|this procedure]]. |
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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. | + | '''<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 [[ProDon:In_Memoriam_Gifts|this procedure]]. |
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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. | + | '''<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 [[ProDon:Beneficiary_Module|this procedure]]. |
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− | '''<span style="color: rgb(255, 0, 0);">K: </span>'''This button activates the search bar. | + | '''<span style="color: rgb(255, 0, 0);">K: </span>'''This button activates the [[Common_functions:Search_Bar|search bar]]. |
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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 "Adding / Editing an Expenditure Activity" section. | + | '''<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 [[ProDon:Donation_Occasion_Management#Adding_.2F_Editing_an_Expenditure_Activity|"Adding / Editing an Expenditure Activity"]] section. |
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==== "Documents" Tab ==== | ==== "Documents" Tab ==== | ||
− | This tab allows you to choose the documents to be issued once the donation transaction is transferred. This document can, for instance, be a thank-you letter that will be sent to the donor. For more details concerning the documents to be issued, click here.<br> | + | This tab allows you to choose the documents to be issued once the donation transaction is transferred. This document can, for instance, be a thank-you letter that will be sent to the donor. For more details concerning the documents to be issued, [[ProDon:Processing_Documents_to_be_Issued|click here]].<br> |
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''It is the list of the documents to be issued for this donation occasion. To select one of them, simply check one or more wanted documents. | '''<span style="color: rgb(255, 0, 0);">A: </span>'''It is the list of the documents to be issued for this donation occasion. To select one of them, simply check one or more wanted documents. | ||
− | '''CAUTION: '''By selecting a document for a donation occasion, it is produced for all activities. To learn how to select a document required for an activity, consult the "Main Window / Editing an Activity" section. | + | '''CAUTION: '''By selecting a document for a donation occasion, it is produced for all activities. To learn how to select a document required for an activity, consult the [[ProDon:Donation_Occasion_Management#Main_screen_.2F_Editing_an_Activity|"Main Window / Editing an Activity"]] section. |
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− | '''<span style="color: rgb(255, 0, 0);">B: </span>'''The [[Image:Button add plus.png]] button allows you to create a new document, if it has not previously been defined in the "Master document management". | + | '''<span style="color: rgb(255, 0, 0);">B: </span>'''The [[Image:Button add plus.png]] button allows you to create a new document, if it has not previously been defined in the [[ProDon:Master_Document_Management|"Master document management"]]. |
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Revision as of 15:12, 31 October 2011
Contents
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 income, such as general donations or planned gifts are also donation occasions. Each donation occasion 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 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 a 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:
Donation Occasion Management
To go to the "Donation Occasion Management", from the software home page, click on the "Transactions" menu, then select " Donation occasions". |
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A: The "Donation occasions" tab contains all the active donation occasions. |
B: The "Beneficiary occasions" tab contains the beneficiary donation occasions. For more details concerning the beneficiary donation occasions, consult this procedure. |
C: The "Deactivated occasions" tab 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. |
F: The button allows you to modify a donation occasion. To do so, select the donation occasion to be modified, then click on the button, or simply double-click on the donation occasion to be modified. | |
G: The button allows you to deactivate a donation occasion. To do so, select the donation occasion to be deactivated, then click on the 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 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 deleting it. |
Adding / Editing a Donation Occasion
Main Window / Editing a Donation Occasion
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A: These buttons allow you to browse from one donation occasion to the other without necessarily having to return to the "Donation occasion management" window. |
B: This line contains the donation occasion code. This code can be used 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 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 in 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 "Adding / Editing an Expenditure Activity" section. |
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"Documents" Tab
This tab allows you to choose the documents to be issued once the donation transaction is transferred. This document can, for instance, be a thank-you letter that will be sent to the donor. For more details concerning the documents to be issued, click here.
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A: It is the list of the documents to be issued for this donation occasion. To select one of them, simply check one or more wanted documents. CAUTION: By selecting a document for a donation occasion, it is produced for all activities. To learn how to select a document required for an activity, consult the "Main Window / Editing an Activity" section. |
B: The button allows you to create a new document, if it has not previously been defined in the "Master document management". |
C: Allows you to indicate the default General Ledger code to be used for the revenues and expenditures in the transaction saving. To be able to choose them here, they must have previously been defined in the "General Ledger account management". CAUTION: By selecting a General Ledger code for the donation occasion, it will be assigned to all activities. To learn how to select a General Ledger code required for an activity, consult the "Main Window / Editing an Activity" section. |
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"Cust. field" Tab
This tab allows you to activate customized fields in order to manage notions that do not exist in ProDon.
"Client link" Tab
This tab allows you to document a client, other than the payer of the transaction. For example, if a donation in honour of someone is made, "Client No. 1" could be the person to be honoured, then "Client No. 2" could be the person to be notified of the gift.
"Other" Tab
"Note" Tab
This tab allows you to write a note of internal management. This note will only be visible in this management screen.
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A: Write the note of internal management here. |
Adding / Editing a Revenue Activity
To learn how to add or edit a revenue activity, consult letter L of "Main Window / Editing a Donation Occasion" of the "Adding / Editing a Donation Occasion" section.
Main screen / Editing an Activity
"Documents" Tab
"Cust. field" Tab
This tab allows you to activate the customized fields to manage notions that do not exist in ProDon.
"Other" Tab
"Characteristics" Tab
This tab allows you to enter the characteristics of the activity. These characteristics are visible only in this management screen.
For more details on the characteristics, click here.
"Tr. charact." Tab
"Tr. charact." means transaction type characteristic. This tab allows you to choose characteristics that will always be present when entering transactions related to this activity. This tab is mainly used for information that must be documented in a systematic way.
For more details on the characteristics, click here.
"Comm. charact." Tab
"Comm. charact." means commitment characteristic. This tab allows you to choose characteristics that will be present in the commitments related to the activity. This tab is mainly used for the information that must be documented in a systematic way.
CAUTION: The commitment characteristics are only available if the Commitments module is activated.
For more details on the characteristics, click here.
"Participants" Tab
This tab allows you to activate the "Participant management" for this activity. For more details on the "Participant management", click here.
Adding / Editing an Expenditure Activity
In the "Edit donation occasion" window, go to "Expenditures". | |
A: It is the list of the expenditure activities. |
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D: The button allows you to modify an existing expenditure activity. | |
Document name: ProDon:Donation Occasion Management