Edit a Donation

Written by Nick Miles

Last published at: March 13th, 2020
  1. Select Donations from the Home page.
  2. 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
  3. Click the ID of the donation you want to edit.


Below, is a list list of all donation fields. Click the plus mark next to a field to see a description of the field, the status(es) in which it can be edited, and instructions for editing.

ID

Donation ID

This field cannot be edited.

Created

Date that the donation record was created in CommunitySuite.

This field cannot be edited.

Donation Date

Date that the actual donation was given to your foundation.

This editing functionality works the same for both Unposted and Posted donations.

  1. Click Edit.
     
     
  2. Edit the date and click Update.

Donor/Change Donor

Change the donor profile that's associated with a donation.

This editing functionality works the same for both Unposted and Posted donations.

  1. Click Change Donor.
  2.  Enter the name of a New Donor.


Change Fund

Change which fund will receive the donation.

Unposted Donations

The Change Fund button will not display for unposted donations. Post the donation and follow the steps in the Posted Donations tab.

Posted Donations

You cannot change the fund for Cash donations that have been posted. Create a negative cash donation to reverse the donation, then do a new donation to the correct fund.

  1. Click Change Fund.
  2. Select a different Fund from the drop-down menu.
  3. Click Update.

Add Donation Advisor

Add a donation advisor to the donation.

This editing functionality works the same for both Unposted and Posted donations.

  1. Click Add Donation Advisor.
  2. Search for and select a profile, or click Advisor is anonymous or unknown.
  3. To unlink a donation advisor, click Clear.

Link Pledge

Link an existing pledge to the donation.

This editing functionality works the same for both Unposted and Posted donations.

  1. Click Link Pledge.
     
  2. Click Link.
  3. If you need to unlink a pledge from a donation, click Unlink.

Edit Address

Physical address of the person who donated.

This editing functionality works the same for both Unposted and Posted donations.

  1. Click Edit Address.
  2. Enter the Donor Address, and Donor Zipcode, then click Update.

Anonymous / Make Anonymous

This replaces the donor/contributor's name with the word Anonymous, in the fund advisor Donor Portal (see below).

This editing functionality works the same for both Unposted and Posted donations.

  1. Click Make Anonymous.
  2. Make the donor/contributor name visible to fund advisors in the Donor Portal, by clicking Clear Anonymous.

Recognition Name

Name of the person who should be recognized for this donation.

This editing functionality works the same for both Unposted and Posted donations.

  1. Click Edit.
     
  2. Enter a Recognition Name and click Save.

Amount

Total donation amount.

Unposted Donations

  1. Select Edit.
  2. Edit the total donation Amount, and click Update.

Posted Donations

You cannot change the total Amount for donations that have been posted. Unpost the donation and follow the steps in the Unposted Donations tab.

Apply to Spendable

Apply the donation to the spendable balance of the destination fund.

Unposted Donations

  1. Click Edit.
     
  2. Check the Apply to Spendable box.
  3. Click Update.

Posted Donations

  1. Click Change.
     

Payment Method

How the donation was paid (Cash, Check, In-Kind Donation, Other, Payment, Public Security, Stock, Stripe).

Unposted Donations

  1. Click Edit.
  2. Select a new Payment Method.
    • Cash
    • Check
    • In-Kind Donation
      • Click the drop-down menus to select an Inkind Revenue Account, and an Inkind Expense/Asset Account.
    • Other Payment
    • Public Security
      • Click the drop-down menu and select a Stock Deposit Account.
    • Stock
      • Click the drop-down menu and select a Stock Deposit Account.
    • Stripe
  3. Click Update.
    If you selected Public Securities as your payment method: 
    1. Click Show Securities.
    2. Click Edit.
    3. For each line item, enter the stock Symbolthe Quantity of stocks, and a Description of the stocks.
      • If you use a valid stock Symbol, CommunitySuite will automatically calculate the High, Low, and Average values for that day. The High, Low, and Average values are obtainined from https://www.alphavantage.co/. Unit cost is initially set to the Average. You can override the Unit Cost by typing in your own value.
    4. Click Save.

Posted Donations

You cannot change the Payment Method for posted donations. Unpost the donation and follow the steps in the Unposted Donations tab.

Grant Cycle

Apply the donation to a Grant Catalog - Grant Cycle.

This editing functionality works the same for both Unposted and Posted donations.

  1. Click Edit.
     
  2. Select an active Grant Cycle from the drop-down menu.
  3. Click Save.

Payment Data

This field shows which account Stock, and Public Security donations will deposited in. You can change the Stock Deposit Accountby editing the donation Payment Method.

This field will be blank for Cash, Check, In-Kind, Other Payment, and Stripe donations.

Check Number

Enter a check number if the donation was paid by check.

This editing functionality works the same for both Unposted and Posted donations.

  1. Click Edit.
     
  2. Enter a Check Number and click Update.

Donation Adminfee

If applicable, apply the fund's admin fee to the donation.

Unposted Donations

  1. Click Change to Exclude or Charge an admin fee on the donation.

Posted Donations

The Donation Adminfee cannot be edited for posted donations. Unpost the donation and follow the steps in the Unposted Donations tab.

Description

Description of the donation.

This editing functionality works the same for both unposted and posted donations.

  1. Click Edit.
     
  2. Edit the Description and click Save.

Campaign

Apply the donation to an active campaign or event.

Unposted Donations

  1. Click Edit.
     
  2. Click the drop-down menu and select a Campaign.
  3. Click Update.

Posted Donations

  1. Click Add.
     
  2. Select a Campaign.

Service Area

Geographic area that the donation affects.

This editing functionality works the same for both unposted and posted donations.

  1. Click Edit.
  2. Select a Service Area and click Update.

Custom Message

This editing functionality works the same for both unposted and posted donations.

  1. Click Edit.
  2. Enter a Custom Message and click Update.

Thank You

Adds the donation to the Thankyous queue, so a thank you letter can be sent to the donor.

This editing functionality works the same for both unposted and posted donations.

  1. Click Change to add or remove the donation from the Thank You queue.
  • If donation thank you's are turned off for the donation, the Thank You field will say No.
     
  • If donation thank you's are turned on, the Thank You field will say one of the following:
    • Not Sent - thank you has not been sent.
       
    • Sent + M/D/Y + Time - thank you has been marked as sent.

Receipt Template

Select a different Grant Letter Template and override the default template (that you configured in System Data -> Templates).

This editing functionality works the same for both unposted and posted donations.

  1. Click Edit.
  2. Click the drop-down menu and select a Grant Letter Template, then click Save.

Tribute/Tribute Notification

Add a tribute to the donation and indicate that the donation was made in honor of, or in memory of someone.

This editing functionality works the same for both unposted and posted donations.

  1. Click Add.
  2. Enter an Existing Tribute and select from the drop-down, or create a New Tribute.
  3. Click Update.
  4. Select how the Tribute Notification should be sent (PDF or Word Doc).

    Tribute notifications will not generate, unless In Honor of and/or In Memory of templates are configured in System Data.

  5. Click Mark Sent once the Tribute Notification has been sent.

Donation Destinations

Apply a donation to a single grant/grantee, or multiple grants/grantees.

This editing functionality works the same for both unposted and posted donations.

  1. Click Apply.
  2. Enter the Amount that you'd like to apply next to each grant.

    The sum of the amount(s) in the Apply Amount column should equal the total Donation Amount.

  3. Click Apply Donation.