Difference between revisions of "ProDon:Donation Occasion Management"

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{{Header_ProDon | | 4.6.5.13 | Nadia Carrier | | 2011/10/24 }}<br>  
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{{Header_TOC}}<br>[[Prodon:Table of Contents]]
  
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'''<u>CAUTION</u>''' : This document is for '''VERSION''' '''5''' of '''''Prodon'''''. To go to the document for version 4, [[ProDon:Donation Occasion Management_(Version_4)|click here]]. <br><br>
 
== Introduction  ==
 
== 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'''. <br>  
+
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'''. <br><br>  
−
 
 
−
<br>  
 
  
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For instance&nbsp;:  
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For instance&nbsp;:
  
 
'''For a gala dinner''', it is possible to define:  
 
'''For a gala dinner''', it is possible to define:  
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*Platinum Sponsorship  
 
*Platinum Sponsorship  
 
*Gold Sponsorship  
 
*Gold Sponsorship  
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*Donations
+
*Donations  
  
−
<br>
+
The expenses for carrying out the gala dinner, such as:  
−
 
 
−
The expenditures for carrying out the gala dinner, such as:  
 
  
 
*Reception hall rental  
 
*Reception hall rental  
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<br>  
 
<br>  
  
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'''For an annual fundraising campaign''', it is possible to define:  
+
'''For an annual fundraising campaign''', it is possible to define:
  
 
The solicitation activities, such as:  
 
The solicitation activities, such as:  
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*First mailing  
 
*First mailing  
 
*Second mailing as a reminder  
 
*Second mailing as a reminder  
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*First mailing - Commitment (recurring donations, requires the "Commitments Module")  
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*First mailing - Commitment (recurring donations, requires the [[ProDon:Table of Contents#Commitments module|" Prospecting and Commitments Module "]])  
−
*Second mailing - Commitment (recurring donations, requires the "Commitments Module")  
+
*Second mailing - Commitment (recurring donations, requires the [[ProDon:Table of Contents#Commitments module|" Prospecting and Commitments Module "]])  
 
*Unsolicitated donations
 
*Unsolicitated donations
  
 
<br>  
 
<br>  
  
−
The expenditures for carrying out the campaign, such as:  
+
The expenses for carrying out the campaign, such as:  
  
 
*Postal charges  
 
*Postal charges  
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<br>  
 
<br>  
  
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'''NOTE: '''For donation occasions related to "''In Memoriam'' gifts" and "Beneficiary Donation Occasions", consult these documents:  
+
'''NOTE: '''For donation occasions related to " ''In Memoriam'' gifts " and " Beneficiary Donation Occasions ", consult these documents:  
  
 
*[[ProDon:In Memoriam Gifts|''In Memoriam ''Gifts]]  
 
*[[ProDon:In Memoriam Gifts|''In Memoriam ''Gifts]]  
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|-
 
|-
 
|  
 
|  
−
To go to the "Donation Occasion Management", from the software home page, click on the "Transactions" menu, then select "[[Image:Bouton Occasion de dons.png]] Donation occasions".  
+
To go to the " Donation Occasion Management ", from the software home page, click on the " Transactions " menu, then select " [[File:Prodon5 Donation Occasion Management Light bulb button.png]] Occasions ".  
  
 
|-
 
|-
−
| [[Image:Donation Occasion Management 001.png]]<br>
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| [[File:Prodon5 Donation Occasion Management 001.png]]
 
|}
 
|}
  
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|-
 
|-
 
| colspan="2" |  
 
| colspan="2" |  
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After clicking on "[[Image:Bouton Occasion de dons.png]] Donation occasions", this window opens.  
+
After clicking on " [[Image:Bouton Occasion de dons.png]] Occasions ", this window opens up.  
  
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 002.png]]<br>
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| colspan="2" | [[File:Prodon5 Donation Occasion Management 002.png]]
 
|-
 
|-
−
| width="50%" |  
+
|'''<span style="color: rgb(255, 0, 0);">A: </span>'''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.
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''The "Donation occasions" tab contains all the active donation occasions.  
+
|'''<span style="color: rgb(255, 0, 0);">B: </span>'''The [[Image:Button add plus.png]] button allows you to create a new donation occasion.
−
 
+
|-
−
| width="50%" |  
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|'''<span style="color: rgb(255, 0, 0);">C: </span>'''The [[Image:Button Edit.png]] button allows you to modify a donation occasion. To do so, select the occasion to be modified, then click on the [[Image:Button Edit.png]] button, or simply double-click on the occasion to be modified.
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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 [[ProDon:Beneficiary_Module|this procedure]].  
+
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''The [[Image:Button cancel.png]] button allows you to deactivate a donation occasion. To do so, select the occasion to be deactivated, then click on the [[Image:Button cancel.png]] button. After clicking on the button, the donation occasion will be found in the " Archived " button list. For more details, see letter <span style="color: rgb(255, 0, 0);">'''H'''</span>.
−
 
 
 
|-
 
|-
−
| width="50%" |
+
|'''<span style="color: rgb(255, 0, 0);">E: </span>'''The [[Image:Button Minus remove delete.png]] button allows you to delete a donation occasion from the list.
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''The "Deactivated occasions" tab contains the deactivated donation occasions. To learn how to reactivate a donation occasion, [[#occasionG|click here]].  
+
'''NOTE:''' This option is not recommended, it is preferable to deactivate an occasion rather than deleting it.  
−
 
+
|'''<span style="color: rgb(255, 0, 0);">F: </span>'''The " Donors " button contains the list of all the donation occasions that are not beneficiaries.
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| width="50%" |
 
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''It is the list of donation occasions active in the database.  
 
−
 
 
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">E: </span>'''The [[Image:Button add plus.png]] button allows you to create a new donation occasion.  
+
'''<span style="color: rgb(255, 0, 0);">G: </span>'''The " Beneficiaries " button contains the list of all the beneficiary donation occasions. For more details concerning the beneficiary donation occasions, consult [[ProDon:Beneficiaries Module|this procedure]].  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">F: </span>'''The [[Image: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 [[Image:Button Edit.png]] button, or simply double-click on the donation occasion to be modified.  
+
'''<span style="color: rgb(255, 0, 0);">H: </span>'''The " Active " button contains the list of all the active donation occasions in the database.  
−
 
 
 
|-
 
|-
−
| width="50%" |  
+
| colspan="2" |'''<span style="color: rgb(255, 0, 0);">I: </span>'''The " Archived " button contains the list of all the deactivated donation occasions. To learn how to reactivate a donation occasion, [[ProDon:Donation Occasion Management#Main Window .2F Editing a Donation Occasion|click here and check letter '''<span style="color: rgb(255, 0, 0);">F</span>''']] .
−
'''<span style="color: rgb(255, 0, 0);">G: </span>'''The [[Image: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 [[Image: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 <span style="color: rgb(255, 0, 0);">'''C'''</span>.
 
−
 
 
−
| width="50%" |
 
−
'''<span style="color: rgb(255, 0, 0);">H: </span>'''The [[Image: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 deleting it.  
 
−
 
 
 
|}
 
|}
  
−
<br>  
+
=== Adding / Editing a Donation Occasion<br> ===
  
−
<br>
 
  
−
=== Adding / Editing a Donation Occasion  ===
 
  
−
==== Main Window / Editing a Donation Occasion<br>  ====
 
  
 
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
|-
 
|-
 
| colspan="2" |  
 
| colspan="2" |  
−
After clicking on the [[Image:Button Edit.png]] or [[Image:Button add plus.png]] button, this window opens.  
+
After clicking on the [[Image:Button Edit.png]] or [[Image:Button add plus.png]] button, this window opens up.  
  
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 003.png]]<br>
+
| colspan="2" | [[File:Prodon5 Donation Occasion Management 003.png|830x830px]]
 
|-
 
|-
−
| width="50%" |
+
|'''<span style="color: rgb(255, 0, 0);">A: </span>'''These buttons [[File:Prodon5 Donation Occasion Management navigation button.png]] allows you to browse from one donation occasion to the other without having to return to the " Donation occasion management " window.
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''These buttons allow you to browse from one donation occasion to the other without necessarily having to return to the "Donation occasion management" window.  
+
|'''<span style="color: rgb(255, 0, 0);">B: </span>'''This line contains the donation occasion code. This code can be used as a shortcut in order to accelerate subsequent donation entry.
 +
|-
 +
|'''<span style="color: rgb(255, 0, 0);">C: </span>'''This box must be checked if it is a beneficiary donation occasion. For more information concerning beneficiary donation occasions, consult [[ProDon:Beneficiaries Module|this procedure]].
 +
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''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.
 +
|-
 +
|'''<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.
 +
|'''<span style="color: rgb(255, 0, 0);">F: </span>'''By unchecking this box, the donation occasion is deactivated. Once the donation occasion is deactivated, it is found in the [[#occasionC|" Archived "]] list of donation occasion. For more information see letter '''<span style="color: rgb(255, 0, 0);">C:</span>''' in the [[ProDon:Donation Occasion Management#Donation Occasion Management|" Donation Occasion Management "]]
 +
'''NOTE: '''It is also possible to deactivate a donation occasion from the [[ProDon:Donation Occasion Management#Donation Occasion Management|" Donation Occasion Management "]], but it is only possible to reactivate it from this box.
 +
|-
 +
| width="50%" |  '''<span style="color: rgb(255, 0, 0);">G: </span>'''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.
  
−
| width="50%" |  
+
'''NOTE:''' Generally, when a donation occasion has not been active for about 5 years, it is irrelevant to include it in reports and lists.
−
'''<span style="color: rgb(255, 0, 0);">B: </span>'''This line contains the donation occasion code. This code can be used as a shortcut in order to accelerate subsequent donation entry.  
+
| width="50%" | '''<span style="color: rgb(255, 0, 0);">H: </span>'''By checking this box, the donation occasion will be included in the Advanced Analysis, that is in the Advanced Custom Report Templates.
 +
|-
 +
|'''<span style="color: rgb(255, 0, 0);">I: </span>'''The " Expenses " tab contains the expense activities for the chosen donation occasion. For more information concerning expenses, consult the [[ProDon:Donation Occasion Management#Adding .2F Editing an Expenses Activity|" Adding / Editing an Expenses Activity "]] section.
 +
|'''<span style="color: rgb(255, 0, 0);">J: </span>'''This button activates the [[Common functions:Search Bar|search bar]].
 +
|-
 +
| width="50%" |  '''<span style="color: rgb(255, 0, 0);">K: </span>'''These buttons [[File:Bouton +.png]], [[File:Prodon5 Donation Occasion Management modification button.png]] and [[File:Bouton Retirer.png]]  allows you to add, edit or remove a revenu or expense activity depending on the tab that is selected.
 +
| width="50%" |'''<span style="color: rgb(255, 0, 0);">L: </span>'''This is the list of the different activities that are in the donation occasion identified in letter '''<span style="color: rgb(255, 0, 0);">D</span>''' .
  
 
|-
 
|-
−
| width="50%" |  
+
| colspan="2" width="50%" |This button [[File:Prodon5 Donation Occasion Management Duplicate button.png]] allows you to duplicate an existing donation occasion.
−
'''<span style="color: rgb(255, 0, 0);">{{Anchor||occasionC}}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.  
+
 
 +
'''Note: '''It is only available when a donation occasion is being created.  
 +
 
 +
|}
  
−
| width="50%" |
+
<br>
−
'''<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.
 
  
−
|-
+
====  «&nbsp;Documents&nbsp;» Tab  ====
−
| width="50%" |
 
−
'''<span style="color: rgb(255, 0, 0);">{{Anchor||occasionE}}E: </span>'''If this box is checked, it is possible to create a new activity when entering a transaction.
 
  
−
| width="50%" |
+
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.  
−
'''<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]].  
 
  
 +
For more details concerning the documents to be issued, [[ProDon:Processing Documents to be Issued|click here]].<br>
 +
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 502px; height: 385px;"
 +
|-
 +
| colspan="2" | [[File:Prodon5 Donation Occasion Management 004.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">{{Anchor||occasionG}}G: </span>'''By unchecking this box, the donation occasion is deactivated. Once the donation occasion is deactivated, it is found in the [[#occasionC|"Deactivated occasions"]] tab.
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''If the document you want to issue is not in the list in '''<span style="color: rgb(255, 0, 0);">B</span>''', then the [[Image:Button add plus.png]] button allows you to create a new document, that has not been defined previously in the [[ProDon:Master Document Management|" Master Document Management "]].  
−
 
 
−
'''NOTE: '''It is also possible to deactivate a donation occasion from the [[#occasionG|"Donation occasion management"]], but it is only possible to reactivate it from this box.  
 
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">H: </span>'''By unchecking this box, the donation is no longer included in the reports and lists. To include the donation occasion back in the reports and the lists, you simply need to check this box again.  
+
'''<span style="color: rgb(255, 0, 0);">B: </span>'''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.  
  
−
'''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.  
+
'''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 [[ProDon:Donation Occasion Management#Main_screen_.2F_Editing_an_Activity|" Main Window / Editing an Activity "]] section.  
  
−
|-
+
|}
−
| width="50%" |
 
−
'''<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]].
 
  
−
| width="50%" |
+
==== " Thank-you " Tab  ====
−
'''<span style="color: rgb(255, 0, 0);">J: </span>'''It is the list of activities for the "Golf Tournament-2011" donation occasion.
 
  
 +
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.<br>
 +
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 502px; height: 385px;"
 +
|-
 +
| colspan="2" | [[File:Prodon5 Donation Occasion Management 005.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">K: </span>'''This button activates the [[Common functions:Search Bar|search bar]].
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''If this box is checked, it will be possible to modify the thank-you chosen in '''<span style="color: rgb(255, 0, 0);">B</span>'''. If it is left unchecked, it will be the thank-you by default that will be generated when issuing the receipts.  
−
 
 
−
| width="50%" |
 
−
'''<span style="color: rgb(255, 0, 0);">L: </span>'''These buttons allow you to add, edit or remove a revenue activity.  
 
  
−
|-
 
 
| width="50%" |  
 
| width="50%" |  
−
'''<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.  
+
'''<span style="color: rgb(255, 0, 0);">B: </span>'''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 [[ProDon:Configuration of a Thank-you Letter Integrated to a Receipt|click here]].  
  
−
| width="50%" | <br>
 
 
|}
 
|}
  
−
<br>
+
==== " Clients linked to the Donation Occasion " 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, [[ProDon:Processing Documents to be Issued|click here]].<br>
 
  
−
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 511px; height: 334px;"
+
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.<br>
 +
==== " Third-party client " Tab  ====
 +
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 498px; height: 312px;"
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 004.png]]<br>
+
| [[File:Prodon5 Donation Occasion Management 006.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<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>'''This is where you can add an option for the third-party client for a donation occasion.  
  
−
'''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.
+
|}
  
−
| width="50%" |
+
==== " Client 1 " Tab ====  
−
'''<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"]].
 
  
 +
{| cellspacing="1" cellpadding="1" border="1" style="width: 504px; height: 329px;" class="wikitable"
 +
|-
 +
| colspan="2" | [[File:Prodon5 Donation Occasion Management 007.png]]
 +
|-
 +
|'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to indicate the label of the linked Client 1, for example, " Person to be honoured ".
 +
|'''<span style="color: rgb(255, 0, 0);">B: </span>'''This section allows you to choose if you want to activate this client for the donation occasion selected.
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to indicate the default General Ledger code to be used for the revenues and expenditures when entering transactions. To be able to choose them here, they must have previously been defined in the [[ProDon:General Ledger Account Management|"General Ledger account management"]].  
+
'''<span style="color: rgb(255, 0, 0);">C: </span>'''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 '''<span style="color: rgb(255, 0, 0);">B</span>'''.  
  
−
'''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 for a specific activity, consult the [[ProDon:Donation Occasion Management#Main_screen_.2F_Editing_an_Activity|"Main Window / Editing an Activity"]] section.  
+
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">D: </span>'''If this box is checked it will display the list of clients when selecting a donation occasion.  
  
−
| width="50%" | <br>
 
 
|}
 
|}
  
−
<br>
+
==== " Client 2 " Tab ====
  
−
==== "Cust. field" Tab  ====
+
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 504px; height: 329px;"
 +
|-
 +
| colspan="2" | [[File:Prodon5 Donation Occasion Management 008.png]]
 +
|-
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to indicate the label of the linked Client 2, for example, " Person to notify ".<br>
  
−
This tab allows you to activate customized fields in order to manage notions that do not exist in '''''ProDon'''''.<br>
+
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">B: </span>'''This section allows you to choose if you want to activate this client for the donation occasion selected or not.  
  
−
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 485px; height: 293px;"
 
 
|-
 
|-
−
| [[Image:Donation Occasion Management 005.png]]<br>
+
| width="50%" |  
−
|-
+
'''<span style="color: rgb(255, 0, 0);">C: </span>'''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 '''<span style="color: rgb(255, 0, 0);">B</span>'''.  
−
|  
 
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''To activate a customized field, simply check the box of the wanted field. The selected field or fields will be visible when entering any transaction 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 required for an activity, consult the [[ProDon:Donation Occasion Management#Main_screen_.2F_Editing_an_Activity|"Main Window / Editing an Activity"]] section.
+
| width="50%" |
−
 
+
'''<span style="color: rgb(255, 0, 0);">D: </span>'''If this box is checked it will display the list of clients when selecting a donation occasion.  
−
'''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 [[ProDon:Customized Field Configuration|"Customized Field Configuration"]] document.  
 
  
 
|}
 
|}
  
−
<br>
+
==== " Automatic Relation " Tab ====
  
−
==== "Client link" Tab  ====
+
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 484px; height: 601px;"
−
 
 
−
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. <br>
 
−
 
 
−
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 498px; height: 312px;"
 
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 006.png]]<br>
+
| colspan="2" | [[File:Prodon5 Donation Occasion Management 009.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''If this box is checked, it is possible to link a client when entering each transaction for this donation occasion.  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''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.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">B: </span>'''If this box is checked, it is impossible to save a transaction if no linked client is associated with the transaction.  
+
'''<span style="color: rgb(255, 0, 0);">B: </span>'''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 ".
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to indicate the label of the linked client No. 1, for example, "Person to be honoured".<br>
+
'''<span style="color: rgb(255, 0, 0);">C: </span>'''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 <span style="color: rgb(255, 0, 0);">'''B'''</span>, it would be " HID is the person to notify / IHD has as the person to notify ".  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to make a shortlisting of the clients of the database in order to search the linked client. For instance, if the box "From the following category" were checked and that a "Clients to be honoured" category had been created; it would be possible to select this category to search the client from a smaller selection, rather than searching the client among "All" the clients of the database.<br>
+
<span style="color: rgb(0, 0, 0);">'''NOTE: '''</span>By clicking on the [[Image:Button link type.png]] button, it is possible to add a new type of relation.  
−
 
 
−
'''NOTE: '''To edit or delete categories, from the software home page, click on the "Clients" menu, then select " [[Image:Bouton catégories de client.png]] Categories of clients".<br>
 
  
 
|}
 
|}
  
−
<br>
+
==== " Other " Tab  ====
−
 
+
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 502px; height: 385px;"
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 504px; height: 329px;" class="wikitable"
 
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 007.png]]<br>
+
| colspan="2" | [[File:Prodon5 Donation Occasion Management 010.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''If this box is checked, it is possible to link a second client when entering each transaction of this donation occasion.<br>
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''If this box is checked you will need to specify an activity when a donation is made into this occasion.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">B: </span>'''If this box is checked, it is impossible to save any transaction if the two linked clients are not associated with the transaction.<br>
+
'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''When this box is checked the In memoriam gifts management is activated. For more information about the In Memoriam gifts [[ProDon:In Memoriam Gifts|click here]].
 +
|-
 +
| colspan="2" |'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to select the campaign to which this donation occasion is linked. For more information on campaign management, [[ProDon: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.
 +
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 502px; height: 385px;"
 +
|-
 +
| colspan="2" | [[File:Prodon5 Donation Occasion Management 011.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to indicate the label of the linked client No. 2, for example, "Person to be notified".<br>
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to specify the GL account group and GL account for the activities related to this occasion.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to make a shortlisting of the clients of the database, in order to search the linked client. For instance, if the box "From the following category" were checked and that a "Clients to be notified" category had been created, it would be possible to select this category to search the client from a smaller selection, rather than searching the client among "All" the clients of the database.<br> '''NOTE: '''To edit or delete categories, from the software home page, click on the "Clients" menu, then select " [[Image:Bouton catégories de client.png]] Categories of clients".  
+
'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''Allows you to specify the GL account group and GL account for the expenses related to this occasion.  
  
 
|}
 
|}
  
−
<br>  
+
==== " 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.
 +
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 502px; height: 385px;"
 +
|-
 +
| colspan="2" | [[File:Prodon5 Donation Occasion Management 012.png]]
 +
|-
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to change the view mode for the characteristics.
  
−
<br>  
+
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''Allows you to seperate the different characteristics into groups.
  
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 484px; height: 601px;" class="wikitable"
 
−
|-
 
−
| colspan="2" | [[Image:Donation Occasion Management 008.png]]<br>
 
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''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 No. 1" and "Client No. 2" is created in their client files.  
+
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to add a characteristic.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">B: </span>'''This box allows you to indicate the link, for example, "Person to be honoured / Person to be notified". For more details on links, consult [[ProDon:Contacts_and_Links|this procedure]].  
+
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to add a group of characteristics all at once.  
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''If this box is checked, the reverse link is used, for example, instead of "Person to be honoured / Person to be notified" in <span style="color: rgb(255, 0, 0);">'''B'''</span>, it would be "Person to be notified / Person to be honoured".  
+
'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows you to modify a characteristic.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''By clicking on the [[Image:Button link type.png]] button, it is possible to add a new link type.  
+
'''<span style="color: rgb(255, 0, 0);">F: </span>'''Allows you to delete a characteristic.
−
 
+
|-
 +
| colspan="2" |'''<span style="color: rgb(255, 0, 0);">G: </span>'''Allows you to delete a group of characteristics all at once.
 
|}
 
|}
  
−
<br>
+
==== " 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.
−
==== "Other" Tab  ====
+
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 502px; height: 385px;"
−
 
 
−
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 502px; height: 385px;"
 
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 009.png]]<br>
+
| colspan="2" | [[File:Prodon5 Donation Occasion Management 013.png]]<br>
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to select the campaign to which this donation occasion is linked. For more information on campaign management, click here.  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to change the view mode for the characteristics.
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''Allows you to specify the accounting project account of the donation occasion.  
+
'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''Allows you to seperate the different characteristics into groups.  
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''If this box is checked, the accounting project specified in <span style="color: rgb(255, 0, 0);">'''B'''</span> is entered automatically during a transaction entry and it is impossible to modify it.  
+
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to add a characteristic.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''If this box is checked, it is impossible to leave the accounting project empty when entering a transaction.  
+
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to add a group of characteristics all at once.  
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">E: </span>'''If this box is checked, it is possible to modify the thank-you chosen in <span style="color: rgb(255, 0, 0);">'''F'''</span>. If it is not checked, the default thank-you will inevitably be used in the issuance of the receipts.  
+
'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows you to modily a characteristic.
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">F: </span>'''If a thank-you is chosen, the issued receipt is a receipt with integrated thank-you, and the thank-you chosen here will be integrated by default to the receipt. For more details on the receipts with integrated thank-you, [[ProDon:Configuration of a Thank-you Letter Integrated to a Receipt|click here]].  
+
'''<span style="color: rgb(255, 0, 0);">F: </span>'''Allows you to delete a characteristic.
 +
|-
 +
| colspan="2" |'''<span style="color: rgb(255, 0, 0);">G: </span>'''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'''''.<br>
 +
 
 +
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 485px; height: 293px;"
 +
|-
 +
| [[File:Prodon5 Donation Occasion Management 014.png]]<br>
 +
|-
 +
|
 +
'''<span style="color: rgb(255, 0, 0);">A: </span>'''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 [[ProDon:Donation Occasion Management#Main_screen_.2F_Editing_an_Activity|" 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 [[ProDon:Customized Field Configuration|" Customized Field Configuration "]] document.
 +
 
 +
|}  
  
−
<br>
+
==== " Note " Tab  ====
  
−
==== "Note" Tab  ====
+
This tab allows you to write a note for internal management purposes. This note will only be visible in this management screen.<br>
 +
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 502px; height: 385px;"
 +
|-
 +
| colspan="2" |[[File:Prodon5 Donation Occasion Management 015.png|frameless|827x827px]]
 +
|-
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to date, time and user stamp the note written. 
  
−
This tab allows you to write a note for internal management purposes. This note will only be visible in this management screen.<br>
+
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''Allows you to date stamp the note
  
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 502px; height: 329px;" class="wikitable"
 
 
|-
 
|-
−
| [[Image:Donation Occasion Management 010.png]]<br>
+
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to choose a template for yours note 
 +
 
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to print your note 
 +
 
 
|-
 
|-
−
|  
+
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Write the note for internal management purposes here.  
+
'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows you modify the note in a seperate window.  
  
−
|}
+
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">F: </span>'''This is where you write the note for internal purposes
  
−
<br>
+
|}
  
 
=== Adding / Editing a Revenue Activity<br>  ===
 
=== Adding / Editing a Revenue Activity<br>  ===
  
−
To learn how to add or edit a revenue activity, consult letter <span style="color: rgb(255, 0, 0);">'''L '''</span>of "Main Window / Editing a Donation Occasion" of the [[ProDon:Donation_Occasion_Management#Adding_.2F_Editing_a_Donation_Occasion|"Adding / Editing a Donation Occasion"]] section.<br>  
+
To learn how to add or edit a revenue activity, consult letter <span style="color: rgb(255, 0, 0);">'''I '''</span>of " Main Window / Editing a Donation Occasion " of the [[ProDon:Donation Occasion Management#Adding_.2F_Editing_a_Donation_Occasion|" Adding / Editing a Donation Occasion "]] section.<br>  
  
 
==== Main screen / Editing an Activity<br>  ====
 
==== Main screen / Editing an Activity<br>  ====
Line 345: Line 380:
 
|-
 
|-
 
| colspan="2" |  
 
| colspan="2" |  
−
After clicking on the [[Image:Button Edit.png]] or [[Image:Button add plus.png]] button, this window opens.  
+
After clicking on the [[Image:Button Edit.png]] or [[Image:Button add plus.png]] button, this window opens up.  
  
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 011.png]]<br>
+
| colspan="2" | [[File:Prodon5 Donation Occasion Management 016.png|888x888px]]<br>
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''These buttons allow you to browse from one revenue activity to the other without necessarily having to return to the "Edit donation occasion" screen.  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''These buttons allows you to browse from one revenue activity to the other without necessarily having to return to the " Edit Donation Occasion " screen.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">B: </span>'''This line contains the code of the revenue activity. This code can be used as a shortcut to accelerate the subsequent donation entry.  
+
'''<span style="color: rgb(255, 0, 0);">B: </span>'''This line contains the code of the revenue activity. This code can be used as a shortcut to accelerate subsequent donation entrys.  
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''This line contains the description of the revenue activity. This description actually is the name of the activity and it is this name that will appear on the receipts.  
+
'''<span style="color: rgb(255, 0, 0);">C: </span>'''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.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''If this option is activated, it is an activity for which the amount of the donation has not been defined beforehand. The amount will be known only when entering the transaction (e.g. Gift only).  
+
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to translate this description in other languages if several languages of communication are activated in '''''Prodon''''' (English, French, etc.).
−
 
+
|-
 +
|'''<span style="color: rgb(255, 0, 0);">E: </span>'''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).
 +
|'''<span style="color: rgb(255, 0, 0);">F: </span>'''If this option is activated, it is an activity for which the sale price has been defined (e.g. sale of tickets, items, etc.).
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">E: </span>'''If this option is activated, it is an activity for which the sale price has been defined beforehand (e.g. sales of tickets, items, etc.).  
+
'''<span style="color: rgb(255, 0, 0);">G: </span>'''This option is activated if no receipt has to be issued for the activity.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">F: </span>'''This option is activated if no receipt has to be issued for the activity.  
+
'''<span style="color: rgb(255, 0, 0);">H: </span>'''This option allows you to send only annual receipts for this activity. For more information on annual receipts, consult the [[ProDon:Processing Receipts to be Issued|" Processing Receipts to be Issued "]] document.  
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">G: </span>'''This option allows you to send only one annual receipt for this activity. For more information on annual receipts, consult the [[ProDon:Processing Documents to be Issued|"Processing Receipts to be Issued"]] document.  
+
'''<span style="color: rgb(255, 0, 0);">I: </span>'''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, [[ProDon:Processing Receipts to be Issued|click here]].  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">H: </span>'''This option must be activated if the amount of the receipt and the amount paid by the donor are 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, [[ProDon:Processing Documents to be Issued|click here]].  
+
'''<span style="color: rgb(255, 0, 0);">J: </span>'''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.  
  
 
|-
 
|-
−
| width="50%" |  
+
| width="50%" |'''<span style="color: rgb(255, 0, 0);">K: </span>'''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.  
−
'''<span style="color: rgb(255, 0, 0);">I: </span>'''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.  
 
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">J: </span>'''This line allows you to enter the description of 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. Moreover, the [[Image:Button translate.png]] button allows you to translate this description in other languages if several languages of communication are activated in '''''ProDon''''' (English, French, etc.).  
+
'''<span style="color: rgb(255, 0, 0);">L:&nbsp;</span>'''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.  
  
 
|-
 
|-
−
| width="50%" |  
+
| width="50%" |'''<span style="color: rgb(255, 0, 0);">M:&nbsp;</span>'''This line indicates the minimun amount required in order to issue a receipts.
−
'''<span style="color: rgb(255, 0, 0);">K:&nbsp;</span>'''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.  
 
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">L:&nbsp;</span>'''This line allows you to specify the origin of the gift. To add or modify the choices, from the software home page, click on the "Transactions" menu, then select "Origin codes".  
+
'''<span style="color: rgb(255, 0, 0);">N:&nbsp;</span>'''This line allows you to specify the origin of the donation. To learn how to add or edit origin codes, see the [[ProDon:Origin Code Management|" Origin Code Management"]] document.  
  
 
|}
 
|}
  
−
<br>
+
<br>  
  
−
==== "Documents" Tab<br>  ====
+
==== " 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.
  
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 466px; height: 315px;" class="wikitable"
+
For more details concerning the documents to be issued, [[ProDon:Processing Documents to be Issued|click here]].<br>
 +
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 466px; height: 315px;"
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 012.png]]<br>
+
| colspan="2" | [[File:Prodon5 Donation Occasion Management 017.png]]
 
|-
 
|-
−
| width="50%" |  
+
|'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to create a new document, if it has not been previously defined in the [[ProDon:Master Document Management|" Master Document Management "]].
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''It is the list of documents to be issued for this specific activity. To select any, simply check the wanted document or documents.  
+
|'''<span style="color: rgb(255, 0, 0);">B: </span>'''It is the list of documents to be issued for this specific activity. To select any, simply check the wanted document or documents.
 +
|}
  
−
| width="50%" |
+
==== " Participants " Tab  ====
−
'''<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"]].  
+
This tab enables you to activate the " Participants Management " for this activity. For more details about the " Participants Management ", [[ProDon:Participant Management|click here]].
  
 +
{| class="wikitable"
 +
! colspan="2" |[[File:Prodon5 Donation Occasion Management 018.png|left|thumb|789x789px]]
 +
|-
 +
|'''<span style="color: rgb(255, 0, 0);">A: </span>'''If this box is checked the participants are activated for this activity.
 +
|'''<span style="color: rgb(255, 0, 0);">B: </span>''' Allows you to determine how many participants per unit.
 +
|-
 +
|'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to create a new characteristic, if it has not been previously defined in the [[ProDon:Characteristic Management|" Characteristics Management "]].
 +
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''This is the list of the characteristics that are already available.
 
|}
 
|}
  
−
<br>
+
==== "Thank-you " Tab  ====
 +
This tab  allows you to generate a receipt with an intergrated thank-you for this activity.
  
−
==== "Cust. field" Tab  ====
+
For more details about the intergrated thank-you's, [[ProDon:Configuration of a Thank-you Letter Integrated to a Receipt|click here]].
−
 
+
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 722px; height: 257px;"
−
This tab allows you to activate customized fields to manage notions that do not exist in '''''ProDon'''''. <br>
 
−
 
 
−
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 467px; height: 305px;"
 
 
|-
 
|-
−
| [[Image:Donation Occasion Management 013.png]]<br>
+
|[[File:Prodon5 Donation Occasion Management 019.png|722x722px]]
 
|-
 
|-
−
|  
+
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''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.  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''This allows you to define a thank-you by default for this 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 [[ProDon:Customized_Field_Configuration|"Customized Field Configuration"]] document.
 
−
 
 
 
|}
 
|}
  
−
<br>
+
==== " Other " Tab  ====
−
 
+
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 477px; height: 383px;"
−
==== "Other" Tab  ====
 
−
 
 
−
<br>
 
−
 
 
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 477px; height: 383px;" class="wikitable"
 
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 014.png]]<br>
+
| colspan="2" | [[File:Prodon5 Donation Occasion Management 020.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to indicate the default General Ledger 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 [[ProDon:General Ledger Account Management|"General Ledger Account Management"]].  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''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 [[ProDon:Accounting System Links Management|" Accounting System Links Management "]].  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">B: </span>'''If this box is checked, the General Ledger account specified in <span style="color: rgb(255, 0, 0);">'''A'''</span> is automatically entered when entering a transaction and it is impossible to modify it.  
+
'''<span style="color: rgb(255, 0, 0);">B: </span>'''If this box is checked, the GL account group specified in <span style="color: rgb(255, 0, 0);">'''A'''</span> is automatically entered when entering a new transaction and it is impossible to modify it.  
−
 
+
|-
 +
|'''<span style="color: rgb(255, 0, 0);">C: </span>'''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 [[ProDon:Accounting System Links Management|" Accounting System Links Management "]].
 +
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''If this box is checked, the GL account specified in <span style="color: rgb(255, 0, 0);">'''C'''</span> is automatically entered when entering a new transaction and it is impossible to modify it.
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''If this box is checked, it is impossible to leave the General Ledger code field empty when entering the transaction.  
+
'''<span style="color: rgb(255, 0, 0);">E: </span>'''If this box is checked, it is impossible to leave the GL account code field empty when entering a transaction or commitment.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''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 do so, from the software home page, click on the "Transactions" menu, then select "[[Image:Button payment methods.png]] Payment methods".  
+
'''<span style="color: rgb(255, 0, 0);">F: </span>'''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 [[ProDon:Payment Method Management|this procedure]].  
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">E: </span>'''If this box is checked, the payment method specified in <span style="color: rgb(255, 0, 0);">'''D'''</span> is automatically entered when entering a transaction and it is impossible to modify it.  
+
'''<span style="color: rgb(255, 0, 0);">G: </span>'''If this box is checked, the payment method specified in <span style="color: rgb(255, 0, 0);">'''F'''</span> is automatically entered when entering a transaction and it is impossible to modify it.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">F: </span>'''If this box is checked, the description of the activity will not be displayed on the receipt.  
+
'''<span style="color: rgb(255, 0, 0);">H: </span>'''If this box is checked, the description of the activity will not be displayed on the receipt.  
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">G: </span>'''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 [[ProDon:Invoicing Module|"Invoicing Module"]] document.  
+
'''<span style="color: rgb(255, 0, 0);">I: </span>'''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 [[ProDon:Invoicing Module|" Invoicing Module "]] document.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">H: </span>'''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 <span style="color: rgb(255, 0, 0);">'''G'''</span> must be checked.  
+
'''<span style="color: rgb(255, 0, 0);">J: </span>'''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 <span style="color: rgb(255, 0, 0);">'''I'''</span> must be checked.  
  
 
|-
 
|-
−
| width="50%" |  
+
| colspan="2" width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">I: </span>'''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.  
+
'''<span style="color: rgb(255, 0, 0);">K: </span>'''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.  
−
 
 
−
| width="50%" | <br>
 
 
|}
 
|}
  
−
<br>
+
==== " 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.
−
==== "Characteristics" Tab  ====
 
−
 
 
−
This tab allows you to enter the characteristics of the activity. These characteristics are visible only in this management screen.<br>
 
  
−
For more details on the characteristics, [[ProDon:Characteristic_Management|click here]].  
+
For more information about characteristics, [[ProDon:Characteristic Management|click here]].
  
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 553px; height: 366px;" class="wikitable"
+
==== 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.
 +
{| class="wikitable"
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 015.png]]<br>
+
| colspan="2" |[[File:Prodon5 Donation Occasion Management 021.png|746x746px]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''The characteristics will be listed here once they are added.  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''It is the list of characteristics available for this activity. To select any, simply check the wanted characteristics.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">B: </span>'''The [[Image:Button add plus.png]] button allows you to add a characteristic to the list.  
+
'''<span style="color: rgb(255, 0, 0);">B: </span>ATTENTION: '''When a characteristic is selected it will always be present in this activity.  
 +
|}
  
−
|-
+
==== Sub-Tab " Commitment "   ====
−
| width="50%" |
+
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.
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''The [[Image:Button 2 plus add group.png]] button allows you to add a group of characteristics to the list.  
 
  
−
| width="50%" |
+
'''ATTENTION:''' The commitment characteristics are only available if the [http://wikien.logilys.com/index.php/ProDon:Commitment_Management_(Objective_vs_Automatic) " Commitment Module "] is active.
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''The [[Image:Button Edit.png]] button allows you to modify a characteristic in the list.  
 
  
 +
{| class="wikitable"
 +
|-
 +
| colspan="2" |[[File:Prodon5 Donation Occasion Management 022.png|746x746px]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">E: </span>'''The [[Image:Button Minus remove delete.png]] button allows you to delete a characteristic from the list.  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''It is the list of characteristics available for this activity. To select any, simply check the wanted characteristics.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">F: </span>'''The [[Image:Button 2 minus remove group.png]] button allows you to delete a group of characteristics from the list.
+
'''<span style="color: rgb(255, 0, 0);">B: </span>ATTENTION: '''When a characteristic is selected it will always be present in this activity.  
−
 
 
−
|-
 
−
| colspan="2" |
 
−
'''NOTE: '''To add a characteristic or a group of characteristics to the list, they must have previously been created in the [[ProDon:Characteristic_Management|"Characteristic management"]].  
 
−
 
 
 
|}
 
|}
  
−
<br>
+
==== " 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.
  
−
==== "Tr. charact." Tab<br>  ====
+
For more information on the characteristics, [[ProDon:Characteristic Management|click here]].
−
 
+
{| class="wikitable" cellspacing="1" cellpadding="1" border="1" style="width: 722px; height: 245px;"
−
"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.
+
|-
−
 
+
| colspan="2" |[[File:Prodon5 Donation Occasion Management 023.png|722x722px]]
−
For more details on the characteristics, [[ProDon:Characteristic_Management|click here]].  
+
|-
−
 
+
|'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to change the view mode for the characteristics.  
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 448px; height: 284px;" class="wikitable"
+
|'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''Allows you to seperate the different characteristics into groups. 
 +
|-
 +
|'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to add a characteristic. 
 +
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to add a group of characteristics all at once. 
 
|-
 
|-
−
| [[Image:Donation Occasion Management 016.png]]
+
|'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows you to modily a characteristic.  
 +
|'''<span style="color: rgb(255, 0, 0);">F: </span>'''Allows you to delete a characteristic. 
 
|-
 
|-
−
|  
+
| colspan="2" |'''<span style="color: rgb(255, 0, 0);">G: </span>'''Allows you to delete a group of characteristics all at once.
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose the appropriate characteristics from the list. The list of the visible characteristics is the list of all the transaction type characteristics. To add characteristics to the list, consult the [[ProDon:Characteristic_Management|"Characteristic management"]] document.  
 
−
 
 
 
|}
 
|}
  
−
<br>
+
==== " Activity Characteristics " Tab  ====
  
−
==== "Comm. charact." Tab  ====
+
This tab allows you to enter the characteristics of the activity. These characteristics are visible only in this management screen.<br>For more details on the characteristics, [[ProDon:Characteristic Management|click here]].
  
−
"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.
+
{| class="wikitable" style="width: 722px; height: 245px;" cellspacing="1" cellpadding="1" border="1"
−
 
 
−
'''CAUTION: '''The commitment characteristics are only available if the [[ProDon:Prospecting_and_Commitment_Module|"Commitments Module"]] is activated.
 
−
 
 
−
For more details on the characteristics, [[ProDon:Characteristic Management|click here]].
 
−
 
 
−
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 445px; height: 287px;"
 
 
|-
 
|-
−
| [[Image:Donation Occasion Management 017.png]]
+
| colspan="2" |
 +
{| class="wikitable"
 
|-
 
|-
−
|  
+
| colspan="2" |[[File:Prodon5 Donation Occasion Management 024.png|723x723px]]
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose the appropriate characteristics from the list. The list of visible characteristics is the list of all the commitment type characteristics. To add characteristics to the list, consult the [[ProDon:Characteristic Management|"Characteristic management"]] document.
 
−
 
 
 
|}
 
|}
−
 
−
<br>
 
−
 
−
==== "Participants" Tab  ====
 
−
 
−
This tab allows you to activate the "Participant management" for this activity. For more details on the "Participant management", [[ProDon:Participant_Management|click here]].
 
−
 
−
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 482px; height: 336px;"
 
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 018.png]]
+
|'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to change the view mode for the characteristics.  
 +
|'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''Allows you to seperate the different characteristics into groups. 
 +
|-
 +
|'''<span style="color: rgb(255, 0, 0);">C: </span>'''Allows you to add a characteristic. 
 +
|'''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to add a group of characteristics all at once. 
 +
|-
 +
|'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows you to modily a characteristic.  
 +
|'''<span style="color: rgb(255, 0, 0);">F: </span>'''Allows you to delete a characteristic. 
 
|-
 
|-
−
| width="50%" |  
+
| colspan="2" |'''<span style="color: rgb(255, 0, 0);">G: </span>'''Allows you to delete a group of characteristics all at once.
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to activate the "Participant management" for this activity. For more details on the "Participant management", click here.  
+
|}
  
−
| width="50%" |
+
==== " Cust. field " Tab  ====
−
'''<span style="color: rgb(255, 0, 0);">B:&nbsp;</span>'''Allows you to name fields in order to add specific elements to the activity. For instance, for a golf tournament, the labels to be added could be "Shotgun start" or "Table number" for the dinner.
 
  
−
'''NOTE: '''It is possible to add labels only if the box in <span style="color: rgb(255, 0, 0);">'''A'''</span> is checked.
+
This tab allows you to activate customized fields to manage notions that do not exist in '''''Prodon'''''. <br>  
  
 +
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 467px; height: 305px;"
 
|-
 
|-
−
| colspan="2" |  
+
| [[File:Prodon5 Donation Occasion Management 025.png]]<br>
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''The line is present only if the activity is of [[#occasionE|"Sale price"]] type. It allows you to specify the number of participants based on the quantity entered in the transaction.  
+
|-
−
 
+
|  
−
In this example, if someone buys 4 tickets for an activity and that here it is specified "1" participant per unit, there would be 4 participants.
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''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.  
−
 
 
−
If, on the other hand, someone buys 4 tickets for an activity and that it is specified "4" participants per unit, there would be 16 participants.
 
−
 
 
−
'''NOTE: '''This field becomes shaded as soon as a first transaction is entered in the activity.  
 
  
−
'''CAUTION: '''A transaction in '''''ProDon''''' can not be divided in several payers. Therefore, even though an activity has a sale price for many participants; it is not possible to specify more than one payer and a single receipt of the total amount of the gift and to the name of the entered donor can be generated per transaction.  
+
'''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 [[ProDon:Customized Field Configuration|" Customized Field Configuration "]] document.  
  
 
|}
 
|}
  
−
<br>
+
===Adding / Editing an Expenses Activity ===
−
 
+
{| class="wikitable" width="50%" cellspacing="1" cellpadding="1" border="1"
−
=== Adding / Editing an Expenditure Activity<br>  ===
 
−
 
 
−
{| width="50%" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
 
|-
 
|-
 
| colspan="2" |  
 
| colspan="2" |  
−
In the "Edit donation occasion" window, go to "Expenditures".  
+
In the " Edit donation occasion " window, go to the " Expenses " tab.  
  
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 019.png]]
+
| colspan="2" | [[File:Prodon5 Donation Occasion Management 026.png]]
−
|-
 
−
| width="50%" |
 
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''It is the list of the expenditure activities.
 
−
 
 
−
| width="50%" |
 
−
'''<span style="color: rgb(255, 0, 0);">B: </span>'''The&nbsp;[[Image:Button Search.png]] button allows you to activate the [[Common_functions:Search_Bar|search bar]].
 
−
 
 
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''The [[Image:Button add plus.png]] button allows you to add a new expenditure activity.  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allows you to activate the [[Common functions:Search Bar|search bar]].  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''The [[Image:Button Edit.png]] button allows you to modify an existing expenditure activity.  
+
'''<span style="color: rgb(255, 0, 0);">B: </span>'''Allows you to add, modify and delete a new expenses activity.  
  
 
|-
 
|-
−
| width="50%" |  
+
| colspan="2" width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">E: </span>'''The [[Image:Button Minus remove delete.png]] button allows you to delete an expenditure activity.  
+
'''<span style="color: rgb(255, 0, 0);">C: </span>'''It is the list of the expeses activities.  
−
 
 
−
| width="50%" |
 
 
|}
 
|}
  
 
<br>  
 
<br>  
  
−
{| cellspacing="1" cellpadding="1" border="1" style="width: 675px; height: 434px;" class="wikitable"
+
{| width="655" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
|-
 
|-
 
| colspan="2" |  
 
| colspan="2" |  
−
After clicking on the [[Image:Button add plus.png]] or [[Image:Button Edit.png]] button, this window opens.  
+
After clicking on the [[Image:Button add plus.png]] or [[Image:Button Edit.png]] button, this window opens up.  
  
 
|-
 
|-
−
| colspan="2" | [[Image:Donation Occasion Management 020.png]]
+
| colspan="2" | [[File:Prodon5 Donation Occasion Management 027.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">A: </span>'''These buttons allow you to browse from one expenditure activity to the other without having to return to the "Edit donation occasion" screen.  
+
'''<span style="color: rgb(255, 0, 0);">A: </span>'''Allow you to browse from one expense activity to the other without having to return to the " Edit donation occasion " screen.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">B: </span>'''This line contains the code of the expenditure activity. This code be used as a shortcut to accelerate the subsequent entry of expenditures.  
+
'''<span style="color: rgb(255, 0, 0);">B: </span>'''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.  
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">C: </span>'''This contains the description of the expenditure activity. This description is actually the name of the activity and it is the name that will be the most visible element in the reports and analysis tools.  
+
'''<span style="color: rgb(255, 0, 0);">C: </span>'''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.  
  
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Allows you to indicate the default General Ledger account to be used in the saving of the transactions for this expenditure activity. To be able to choose here, it must have previously been defined in the [[ProDon:General_Ledger_Account_Management|"General Ledger account management"]].  
+
'''<span style="color: rgb(255, 0, 0);">D: </span>'''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 [[ProDon:Chart of Account Management|" Chart of Account Management "]].  
  
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows you to indicate a revenue activity specific to the expenditure activity. Generally, the notion of activity is left empty.  
+
'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows you to indicate a revenue activity specific to the expenses activity. Generally, the notion of activity is left empty.  
  
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In this example, the "Reception hall rental" expenditure is not related to a precise revenue activity because it is an expense for the donation occasion in general.  
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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.  
  
 
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'''<span style="color: rgb(255, 0, 0);">F: </span>'''If this box is checked, the expenditure activity specified in <span style="color: rgb(255, 0, 0);">'''E'''</span> is automatically entered in the entry of a transaction and it is impossible to modify it.  
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'''<span style="color: rgb(255, 0, 0);">F: </span>'''If this box is checked, the expenses activity specified in <span style="color: rgb(255, 0, 0);">'''E'''</span> is automatically entered in the entry of a transaction and it is impossible to modify it.  
  
 
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'''<span style="color: rgb(255, 0, 0);">G: </span>'''If this box is checked, it is impossible to leave the revenue activity field empty when entering a transaction for this expenditure activity.  
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'''<span style="color: rgb(255, 0, 0);">G: </span>'''If this box is checked, it is impossible to leave the revenue activity field empty when entering a transaction for this expenses activity.  
  
 
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'''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&nbsp; "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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'''<span style="color: rgb(255, 0, 0);">H: </span>'''If this box is checked the activity is required in the expenses.
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| colspan="2" |'''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&nbsp; " 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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Latest revision as of 08:25, 26 September 2018

Donation Occasion Management

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:


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:

Donation Occasion Management

To go to the " Donation Occasion Management ", from the software home page, click on the " Transactions " menu, then select " Prodon5 Donation Occasion Management Light bulb button.png Occasions ".

Prodon5 Donation Occasion Management 001.png


After clicking on " Bouton Occasion de dons.png Occasions ", this window opens up.

Prodon5 Donation Occasion Management 002.png
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 add plus.png button allows you to create a new donation occasion.
C: The Button Edit.png button allows you to modify a donation occasion. To do so, select the occasion to be modified, then click on the Button Edit.png button, or simply double-click on the occasion to be modified. D: The Button cancel.png button allows you to deactivate a donation occasion. To do so, select the 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 " Archived " button list. For more details, see letter H.
E: 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 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 Button Edit.png or Button add plus.png button, this window opens up.

Prodon5 Donation Occasion Management 003.png
A: These buttons Prodon5 Donation Occasion Management navigation button.png 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 Bouton +.png, Prodon5 Donation Occasion Management modification button.png and Bouton Retirer.png 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 Prodon5 Donation Occasion Management Duplicate button.png 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.

Prodon5 Donation Occasion Management 004.png

A: If the document you want to issue is not in the list in B, then the Button add plus.png 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.

Prodon5 Donation Occasion Management 005.png

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

Prodon5 Donation Occasion Management 006.png

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

" Client 1 " Tab

Prodon5 Donation Occasion Management 007.png
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

Prodon5 Donation Occasion Management 008.png

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

Prodon5 Donation Occasion Management 009.png

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 link type.png button, it is possible to add a new type of relation.

" Other " Tab

Prodon5 Donation Occasion Management 010.png

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.

Prodon5 Donation Occasion Management 011.png

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.

Prodon5 Donation Occasion Management 012.png

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.

Prodon5 Donation Occasion Management 013.png

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.

Prodon5 Donation Occasion Management 014.png

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.

Prodon5 Donation Occasion Management 015.png

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 Button Edit.png or Button add plus.png button, this window opens up.

Prodon5 Donation Occasion Management 016.png

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.

Prodon5 Donation Occasion Management 017.png
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.

Prodon5 Donation Occasion Management 018.png
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.

Prodon5 Donation Occasion Management 019.png

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

" Other " Tab

Prodon5 Donation Occasion Management 020.png

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.

Prodon5 Donation Occasion Management 021.png

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.

Prodon5 Donation Occasion Management 022.png

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.

Prodon5 Donation Occasion Management 023.png
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.

Prodon5 Donation Occasion Management 024.png
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.

Prodon5 Donation Occasion Management 025.png

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.

Prodon5 Donation Occasion Management 026.png

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 Button add plus.png or Button Edit.png button, this window opens up.

Prodon5 Donation Occasion Management 027.png

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.



Document name: ProDon:Donation Occasion Management
Version : 5.0.5


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