ProDon:Donation Occasion Management

Donation Occasion Management

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Prodon:Table of Contents

CAUTION : This document is for VERSION 5 of Prodon. To go to the document for version 4, click here.

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 is made up of activities and expenses.

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 expenses 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 " Prospecting and Commitments Module ")
• Second mailing - Commitment (recurring donations, requires the " Prospecting and Commitments Module ")
• Unsolicitated donations

The expenses for carrying out the campaign, such as:

• Postal charges
• Promotional material

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

• In Memoriam Gifts
• Beneficiaries Module

Donation Occasion Management

To go to the " Donation Occasion Management ", from the software home page, click on the " Transactions " menu, then select " Occasions ".

After clicking on " Occasions ", this window opens up.
A: This is a list of all the occasions listed according to the buttons that are selected (in orange). To select more than one button you need to press the " Ctrl " key + click on the buttons wanted.	B: The button allows you to create a new donation occasion.
C: The button allows you to modify a donation occasion. To do so, select the occasion to be modified, then click on the button, or simply double-click on the occasion to be modified.	D: The button allows you to deactivate a donation occasion. To do so, select the occasion to be deactivated, then click on the button. After clicking on the button, the donation occasion will be found in the " Archived " button list. For more details, see letter H.
E: 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.	F: The " Donors " button contains the list of all the donation occasions that are not beneficiaries.
G: The " Beneficiaries " button contains the list of all the beneficiary donation occasions. For more details concerning the beneficiary donation occasions, consult this procedure.	H: The " Active " button contains the list of all the active donation occasions in the database.
I: The " Archived " button contains the list of all the deactivated donation occasions. To learn how to reactivate a donation occasion, click here and check letter F .

Adding / Editing a Donation Occasion

After clicking on the or button, this window opens up.
A: These buttons allows you to browse from one donation occasion to the other without 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 box must be checked if it is a beneficiary donation occasion. For more information concerning beneficiary donation occasions, consult this procedure.	D: This line contains the description of the donation occasion. This description is actually the name of the donation occasion and it is this name that appear on the receipts.
E: If this box is checked, it is possible to create a new activity when entering a transaction.	F: By unchecking this box, the donation occasion is deactivated. Once the donation occasion is deactivated, it is found in the " Archived " list of donation occasion. For more information see letter C: in the " Donation Occasion Management " 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.
G: By unchecking this box, the donation occasion is no longer included in reports and lists. To include the donation occasion back in the reports and 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 reports and lists.	H: By checking this box, the donation occasion will be included in the Advanced Analysis, that is in the Advanced Custom Report Templates.
I: The " Expenses " tab contains the expense activities for the chosen donation occasion. For more information concerning expenses, consult the " Adding / Editing an Expenses Activity " section.	J: This button activates the search bar.
K: These buttons , and allows you to add, edit or remove a revenu or expense activity depending on the tab that is selected.	L: This is the list of the different activities that are in the donation occasion identified in letter D .
This button allows you to duplicate an existing donation occasion. Note: It is only available when a donation occasion is being created.

« 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.

A: If the document you want to issue is not in the list in B, then the button allows you to create a new document, that has not been defined previously in the " Master Document Management ".	B: This is the list of the documents already created that can be issued for this donation occasion. To select one of them, simply put a check mark besides the document(s) wanted. CAUTION: By selecting a document for a donation occasion, it is produced for all activities. To learn how to select a specific document for an activity, consult the " Main Window / Editing an Activity " section.

" Thank-you " Tab

This tab allows you to choose a thank-you to link to the occasion selected in order to issue a receipt with an intergrated thank-you when the transaction is transfered.

A: If this box is checked, it will be possible to modify the thank-you chosen in B. If it is left unchecked, it will be the thank-you by default that will be generated when issuing the receipts.	B: If a thank-you is chosen the receipt issued will be a receipt with an intergrated thank-you and the thank-you chosen will be intergrated by default on the receipt. For more information on the receipts with intergrated thank-you's click here.

" Clients linked to the Donation Occasion " 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 1 " could be the person to be honoured, then " Client 2 " could be the person to notify for the gift.

" Third-party client " Tab

A: This is where you can add an option for the third-party client for a donation occasion.

" Client 1 " Tab

A: Allows you to indicate the label of the linked Client 1, for example, " Person to be honoured ".	B: This section allows you to choose if you want to activate this client for the donation occasion selected.
C: Allows you to display information. This option is only available if you have checked the boxes " Allow identification of this client " or " Require identification of this client " in section B.	D: If this box is checked it will display the list of clients when selecting a donation occasion.

" Client 2 " Tab

A: Allows you to indicate the label of the linked Client 2, for example, " Person to notify ".	B: This section allows you to choose if you want to activate this client for the donation occasion selected or not.
C: Allows you to display information. This option is only available if you have checked the boxes " Allow identification of this client " or " Require identification of this client " in section B.	D: If this box is checked it will display the list of clients when selecting a donation occasion.

" Automatic Relation " Tab

A: If this box is checked, it is possible to automatically link the person to be notified to the person to be honoured once a first transaction is entered for this donation occasion. The link between " Client 1 " and " Client 2 " is created in their client files.	B: This box allows you to indicate the type of relation, for example, " IHD has as the person to notify / HID is the person to notify ".
C: If this box is checked, the reverse link is used, for example, instead of " IHD has as the person to notify / HID is the person to notify " in B, it would be " HID is the person to notify / IHD has as the person to notify ".	NOTE: By clicking on the button, it is possible to add a new type of relation.

" Other " Tab

A: If this box is checked you will need to specify an activity when a donation is made into this occasion.	B: When this box is checked the In memoriam gifts management is activated. For more information about the In Memoriam gifts click here.
C: Allows you to select the campaign to which this donation occasion is linked. For more information on campaign management, click here.

" GL acc. " Tab

This tab allows you to define a group of GL account and GL accounts for activities and expenses in the selected occasion.

A: Allows you to specify the GL account group and GL account for the activities related to this occasion.	B: Allows you to specify the GL account group and GL account for the expenses related to this occasion.

" Transactions Characteristics " Tab

This tab allows you to choose the characteristics and set their values by default in the transactions linked to this occasion. This tab is mainly used when the information must be documented in a systematic manner.

A: Allows you to change the view mode for the characteristics.	B: Allows you to seperate the different characteristics into groups.
C: Allows you to add a characteristic.	D: Allows you to add a group of characteristics all at once.
E: Allows you to modify a characteristic.	F: Allows you to delete a characteristic.
G: Allows you to delete a group of characteristics all at once.

" Occasion Characteristics " Tab

This tab allows you to choose the characteristics and set their values by default in the selected occasion. This tab is mainly used when the information must be documented in a systematic manner.

A: Allows you to change the view mode for the characteristics.	B: Allows you to seperate the different characteristics into groups.
C: Allows you to add a characteristic.	D: Allows you to add a group of characteristics all at once.
E: Allows you to modily a characteristic.	F: Allows you to delete a characteristic.
G: Allows you to delete a group of characteristics all at once.

" Cust. field " Tab

This tab allows you to activate customized fields in order to manage notions that do not exist in Prodon.

A: To activate a customized field, simply check the box of the wanted field. The selected field(s) will be visible when entering transactions related to this donation occasion. CAUTION: By selecting a field for the donation occasion, it will be visible for all activities. To learn how to select a field specific to an activity, consult the " Main Window / Editing an Activity " section. NOTE: The customized fields visible in the list have previously been created. These are transaction type customized fields. To learn how to edit or create new ones, consult the " Customized Field Configuration " document.

" Note " Tab

This tab allows you to write a note for internal management purposes. This note will only be visible in this management screen.

A: Allows you to date, time and user stamp the note written.	B: Allows you to date stamp the note
C: Allows you to choose a template for yours note	D: Allows you to print your note
E: Allows you modify the note in a seperate window.	F: This is where you write the note for internal purposes

Adding / Editing a Revenue Activity

To learn how to add or edit a revenue activity, consult letter I of " Main Window / Editing a Donation Occasion " of the " Adding / Editing a Donation Occasion " section.

Main screen / Editing an Activity

After clicking on the or button, this window opens up.
A: These buttons allows you to browse from one revenue activity to the other without necessarily having to return to the " Edit Donation Occasion " screen.	B: This line contains the code of the revenue activity. This code can be used as a shortcut to accelerate subsequent donation entrys.
C: This line contains the description of the revenue activity. This description is the name of the activity and it is this name that will appear on the receipts.	D: Allows you to translate this description in other languages if several languages of communication are activated in Prodon (English, French, etc.).
E: If this option is activated, it is an activity for which the amount of the donation has not been defined yet. The amount will be known later on when entering the transaction (e.g. donation).	F: If this option is activated, it is an activity for which the sale price has been defined (e.g. sale of tickets, items, etc.).
G: This option is activated if no receipt has to be issued for the activity.	H: This option allows you to send only annual receipts for this activity. For more information on annual receipts, consult the " Processing Receipts to be Issued " document.
I: This option must be activated if the amount of the receipt and the amount paid by the donor is different because the value of the benefit has to be considered and also because the value is not known yet. If this box is checked, the receipts will be in the " Receipts to be calculated " tab of the " Processing Receipts to be Issued " until the value is entered. For more information, click here.	J: This option must be activated when the value of the benefit is known. The value of the benefit is the amount the donor receives, for example, the round of golf and the dinner in a golf tournament. In this example, the value of the benefit is $125.00 and the participant pays $250.00 for the purchase of the ticket, the receipt will be for $125.00.
K: This line allows you to enter the description for the benefit. This description appears on the receipts as required by Canada Revenue Agency. In this example, the donor will participate in a round of golf and will have dinner.	L: This line indicates the amount of the receipt that is automatically calculated by Prodon, according to the difference between the paid amount and the value of the benefit. In this example, the ticket price is $250.00 and the benefit is $125.00, so the amount of the receipt will be $125.00.
M: This line indicates the minimun amount required in order to issue a receipts.	N: This line allows you to specify the origin of the donation. To learn how to add or edit origin codes, see the " Origin Code Management" document.

" 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.

A: Allows you to create a new document, if it has not been previously defined in the " Master Document Management ".	B: It is the list of documents to be issued for this specific activity. To select any, simply check the wanted document or documents.

" Participants " Tab

This tab enables you to activate the " Participants Management " for this activity. For more details about the " Participants Management ", click here.

A: If this box is checked the participants are activated for this activity.	B: Allows you to determine how many participants per unit.
C: Allows you to create a new characteristic, if it has not been previously defined in the " Characteristics Management ".	D: This is the list of the characteristics that are already available.

"Thank-you " Tab

This tab allows you to generate a receipt with an intergrated thank-you for this activity.

For more details about the intergrated thank-you's, click here.

A: This allows you to define a thank-you by default for this activity.

" Other " Tab

A: Allows you to indicate the default GL account group code to be used for this revenue activity when entering transactions. To be able to choose it here, it must have previously been defined in the " Accounting System Links Management ".	B: If this box is checked, the GL account group specified in A is automatically entered when entering a new transaction and it is impossible to modify it.
C: Allows you to indicate the default GL account code to be used for this revenue activity when entering transactions. To be able to choose it here, it must have previously been defined in the " Accounting System Links Management ".	D: If this box is checked, the GL account specified in C is automatically entered when entering a new transaction and it is impossible to modify it.
E: If this box is checked, it is impossible to leave the GL account code field empty when entering a transaction or commitment.	F: Allows you to indicate the default payment method to be used for this revenue activity when entering transactions. To be able to choose it here, it must have previously been defined in the " Payment Method Management ". To learn how to add or modify payment methods, see this procedure.
G: If this box is checked, the payment method specified in F is automatically entered when entering a transaction and it is impossible to modify it.	H: If this box is checked, the description of the activity will not be displayed on the receipt.
I: Allows you to activate the billing. In order for this box to be accessible, the " Invoicing Module " must be activated. For more details on invoicing, see the " Invoicing Module " document.	J: If this box is checked, an invoice is always issued when a transaction is performed in this revenue activity. In order for this box to be accessible, the box in I must be checked.
K: The interval of entry ensures that it is impossible to enter a transaction before or after the specified dates. This function is mainly used for pre-sale activities, when a price changes on a specific date.

" Always Pres. Characteristics " Tab

This tab allows you to select characteristics linked to an activity. These characteristics will always be present in the selected activity.

For more information about characteristics, click here.

Sub-Tab " Transaction "

This tab permits you to choose the characteristics that will always be present in the transactions linked to this activity. This tab is mainly used when the informations must be documented in a systematic way.

A: It is the list of characteristics available for this activity. To select any, simply check the wanted characteristics.	B: ATTENTION: When a characteristic is selected it will always be present in this activity.

Sub-Tab " Commitment "

This tab permits you to choose the characteristics that will always be present in commitments linked to this activity. This tab is mainly used when the informations must be documented in a systematic way.

ATTENTION: The commitment characteristics are only available if the " Commitment Module " is active.

A: It is the list of characteristics available for this activity. To select any, simply check the wanted characteristics.	B: ATTENTION: When a characteristic is selected it will always be present in this activity.

" Transactions Characteristics " Tab

This tab allows you to choose the characteristics and set their values by default in the transactions linked to this activity. This tab is mainly usedd when the information must be documented in a systematic manner.

For more information on the characteristics, click here.

A: Allows you to change the view mode for the characteristics.	B: Allows you to seperate the different characteristics into groups.
C: Allows you to add a characteristic.	D: Allows you to add a group of characteristics all at once.
E: Allows you to modily a characteristic.	F: Allows you to delete a characteristic.
G: Allows you to delete a group of characteristics all at once.

" Activity 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.

A: Allows you to change the view mode for the characteristics.	B: Allows you to seperate the different characteristics into groups.
C: Allows you to add a characteristic.	D: Allows you to add a group of characteristics all at once.
E: Allows you to modily a characteristic.	F: Allows you to delete a characteristic.
G: Allows you to delete a group of characteristics all at once.

" Cust. field " Tab

This tab allows you to activate customized fields to manage notions that do not exist in Prodon.

A: To activate a customized field, simply check the box of the wanted field. The selected field or fields will be visible when entering a transaction for this specific activity. NOTE: The customized fields visible in the list have been created beforehand.These are transaction type customized fields. To learn how to modify or create new ones, consult the " Customized Field Configuration " document.

Adding / Editing an Expenses Activity

In the " Edit donation occasion " window, go to the " Expenses " tab.
A: Allows you to activate the search bar.	B: Allows you to add, modify and delete a new expenses activity.
C: It is the list of the expeses activities.

After clicking on the or button, this window opens up.
A: Allow you to browse from one expense activity to the other without having to return to the " Edit donation occasion " screen.	B: This line contains the code of the expense activity. This code can be used as a shortcut to accelerate the subsequent entries for the expenses.
C: This description is actually the name of the expense activity and it is the name that will be the most visible element in the reports and analysis tools.	D: Allows you to indicate the default General Ledger account to be used in the entry of transactions for this expenses activity. To be able to choose it here, it must have previously been defined in the " Chart of Account Management ".
E: Allows you to indicate a revenue activity specific to the expenses activity. Generally, the notion of activity is left empty. In this example, the " Reception hall rental " expenses is not related to a precise revenue activity because it is an expense for the donation occasion in general.	F: If this box is checked, the expenses activity specified in E is automatically entered in the entry of a transaction and it is impossible to modify it.
G: If this box is checked, it is impossible to leave the revenue activity field empty when entering a transaction for this expenses activity.	H: If this box is checked the activity is required in the expenses.
NOTE: In a donation occasion like an annual campaign, the expenses are usually linked to an activity. For instance, the expenses related to the first mass mailing are linked to the  " First mass mailing " activity. Each mailing is linked to a precise revenue activity to be able to differentiate the expenses of the first mailing from the ones of the different reminders.

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Document name: ProDon:Donation Occasion Management
Version : 5.0.5

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