Create and Post a Donation
Select Donations from the Home page. Click Create. Search for a profile or click [show list] to select from a list. Enter donation details. At a minimum, you must enter the Amount, Fund, and Date. Donation Date Donor Address Donor Zipcode Anonymous - check the box to make the Donor anonymous Recognition Name - recognize the Donor with a name that's ...
Create and Set Donation Types
Donation Types determine where your Donations are Posted. To Set Donation Types: Navigate to Donations from the Home page. Select Donation Types from the left-side menu. There are three (3) Donation Posting Account Options: A - Manual - Manually choose a Revenue Account for each donation. Check the box next to manual to choose a Revenue Account for ...
Print Thank You Letters
Navigate to Donations from the Home page. Click Thankyous from the left-side menu. Select Print from the left-side menu. Check the box next to each Donation that should receive a Thank You letter(s) Click Print Receipts (pdf) to generate a PDF of your Thank You letter(s). Print the Thank You Letter(s) by hovering your cursor in the upper-right corne...
Split Donations
CommunitySuite allows you to split a donation between multiple Funds. This process should be followed for split contributions, split donations or split deposits (the Donation amount is split between two or more Funds). You can accept a donation via Stripe, check, cash, stock, etc. and have one payment to go towards either a non-tax deductible item (...
Import Donations
To import donations into CommunitySuite: Navigate to Donations from the Home page. Select Import Donations from the left-side menu. In the CSV File Format and Exmaples window, click [Download Template]. This will automatically download the CSV template to your computer's downloads folder. Open the CSV template and enter your data within the appropri...
Recurring Donations
To set up Recurring Donations for a donor: Navigate to the donor's Profile. If they do not have a Donor profile designation, select Make Donor from the left-side menu. Click Add Recurring Donation from the left-side menu. In the Add Recurring Donation window, complete all applicable fields (* = required): Amount* Description* Start Date* Donation In...
Add a Historical Donation
To add a historical donation: Navigate to Donors from the Home page. In the Profiles window, select the ID of the desired profile. In the Profile Is section of the Profile record, click Donor. This will display the Donor Record for the associated profile. Click Historical Donation from the left-side menu. Complete the fields within the Add Historica...
Attach a File to a Donation*
You may add a scanned document or a PDF of a check by selecting Attach File from the lefthand side of the screen after posting a donation. Go to Donations Choose the Donation ID niumber Pick Attach File from the left menu The page will ask you to Choose a File Select the file related to the donation from your computer, such as a scanned copy of the ...
Change the Donation Destination Fund*
If you entered a Donation that was paid via Check, you can change the Destination Fund. From the Home page select Donations under the Non-profit column Choose the Donation ID number Select Change Fund from the left side of your screen Choose the new Fund from the dropdown list Click the Update button All changes will be recorded in the Donation Log...
Recognition Name*
Use Recognition name when entering a Donation if the Donor wishes to be recognized by a particular name that is different from their Profile name. If there is no recognition name entered, the system will use the first and last or the household name from the Profile. Recognition name is only associated with that donation and will not change the Prof...
Change a Donor*
If you find a donation was attributed to the wrong donor, you can change the donor. Go to Donations Select the Donation in question by choosing the Donation ID number (eg. 3717 ) Look for and select the Change Donor button on the left side of your screen Start typing in the Donor name in the New Donor text box, a drop-down with names - a list of pos...
Donations to Funds marked as Private*
If a Fund is marked as Private that means that it will not be visible in the system to give to. In most cases you still have a Donor or Donors who donate to the Fund. In order for them make contributions to the Fund they will need to be Linked at the Fund level. To create a donation from a linked Donor to a Private Fund, go to Donors Select the Don...
Targeted Donations - Direct Donors to a Fund*
Use a direct link to encourage donations to a particular fund. Go to Donations Select the "Your Donation Portal URL is: https://test.fcsuite.com/erp/donate" link from the top of the page Choose show all funds list from the bottom of the page Pick the name of the Fund you want donors to give to Copy the page URL Paste the copied URL into your websi...
Example Online Donations, Donor Portal, Grant Catalog & Ticket Sales pages*
CommunitySuite provides online pages that you can use to help your foundation fundraise for different projects, allow access to your Fund Advisors and manage Campaign Event Ticket sales. The following are available with your system. Go to Donations to find your online Online Donations URL (example - https://geary.fcsuite.com/erp/donate/list ) - Th...
Use Filters to Find Donations*
Go to Donations from the Home page Select Filter Reports from the left side menu Pick Add Filter from the left side menu Choose from the Donation Filters Make a selection to specify the filter, an example is choosing which Service Area or Areas by checking the checkbox next to the location Then pick the Apply the List Filter button The system will s...
Tax Receipt Text*
Use the default tax receipt or you can generate your own mail merge template. The text for your default Tax Receipts is located in System Data. Go to System Data Select Content from the left side Choose Edit on your left menu Add or edit the text located in the Donation Tax Header section and Donation Tax Footer. The Donation Tax Header is the bulk ...
Create & Print a Donation Tax Receipt*
After creating a Donation and adding the text for the Donation Tax Header / Footer (see above), you can print the Tax Receipt. From the Home page, go to Donations Choose Create from the left to create a Donation Select the Profile of the Donor(s) Enter and Process the Donation Choose Post from the left side of your screen Choose Tax Receipt from th...
Generate Donation Tax Receipts*
Follow the steps below to generate a tax receipt for an individual donation. Select Donations from the Home page. Select the donation ID, or click Filter Reports to search for a donation. Click Tax Receipt. Select how you'd like to send the tax receipt. Email to the Profile email address(es) on file Email to a new email address Print Tax Receipt -...
Email Tax Receipts*
If your donor has an email on file in their profile you can email their tax receipt to them. Choose Create from the left Select the Profile of the Donor(s) Enter and Process the Donation Choose Post from the left side of your screen Choose Tax Receipt from the left side of the screen You may select Email to send the PDF of the tax receipt to the Pr...
Remove Sent Thank Yous*
After creating and sending your Thank yous you will need to choose the Mark as Sent button and they will be removed from the Unsent Thank Yous list. Go to Donations Choose Thank yous from the left Select [sent] next to the donor who received a thank you OR Choose Print from the left Check the boxes next to the Donations/donors who have received Th...
Donation Report*
Get a list of donations by date range by creating a Donation Report. Once you have created it you can Export it to a CSV for import into any spreadsheet. Go to Donations Select Reports on the left side of the screen Choose the dates you need a report for by selecting a date range If you wish to export ALL the donation data for a particular time fram...
Quick Edits to a Donation without Unposting*
After you have selected a posted donation there are other actions you can do without unposting. From the left side menu you will see the option to: Change the Fund Make the Donation Anonymous or Clear Anonymous Change the Donor - replaces the existing Donor Convert the Donation to an Invoice Link the Donation to a Pledge (need a pledge with an open ...
Edit a Donation
Select Donations from the Home page. The fields available for editing are dictated by: The Status of a donation (unposted or posted). Unposted donations display under the Unposted heading. Posted donations display under the Recent heading. The donation Type, or Payment Method. Cash Check In-Kind Donation Other Payment Public Security Stock Stripe Cl...
How to Change the Fund on a Stripe Donation
Issue: A stripe donation that has been processed but it was to the incorrect fund. Click into the donation and click the Unpost & Delete Donation link on the left- leaving a profile payment. It will delete the donation and take you to the profile payment. From the profile payment: click Create Donation from the profile payment & change the ...
Edit and Add Public Securities
Navigate to your Public Securities Donation. In the Donation window, click Show Securities to the right of Payment Method. Click Edit from the left-side menu. In the Symbols window, enter: Stock Symbol(s). Quantity of stock(s). A Description of the stock(s). If you use a valid stock Symbol, CommunitySuite will automatically calculate the High, Low, ...
Sell Public Securities
Navigate to Public Securities from the Home page. Click the Public Securities ID number. Select Sell from the left-side menu. In the Symbols window, enter the: Number of shares to sell (#Shares to Sell). Gross (Total) Sale Amount Sale Fees In the Public Security Sale window, enter a Fund if you want the Proceeds to go to a different Fund. If your Re...