Workflow for Sponsorship Payments

Payment information is entered in Revenue through the Add a payment option. From the Add a payment screen, you can enter payments for any payment application.

This section details the suggested workflow for recording a recurring gift payment associated with a sponsorship. Although the Revenue function is flexible and allows for several workflow options, this workflow was designed specifically for sponsorship payments.

Warning: This workflow is not a comprehensive “Add a payment” procedure. It offers only an overview of the steps specific to adding a sponsorship recurring gift payment. For example, it does not cover the Payment information, Mailing, or Transaction details tabs. For information about all fields and options included on the Add a payment screen, refer to Add a Payment.

1. Create the payment record when you add the sponsorship. Payment information is recorded on the Payment tab of the Add a sponsorship screen. For information about how to add a sponsorship, refer to Add Sponsorship.

   • If you need to edit payment information after you create the sponsorship, use the edit options included on the Payment tab of the Sponsorship record. For more information, refer toManage Sponsorship Payments.

   • To view the recurring gift record associated with the sponsorship, select Go to recurring gift from the sponsorship record. This link is under More information.

2. Add payments through the Add a payment screen in Revenue.

   1. From Revenue, select Add a payment.

   2. In the Constituent field, locate the sponsor for whom you want to add a payment.

   3. In the Amount field, enter the amount of the payment.

   4. The Date field defaults to today. You can change it if necessary.

   5. In the Application field, select Recurring gift. All outstanding recurring gifts appear in the box. Sponsorship gifts are clearly identified as a “Sponsorship recurring gift.” The Amount due, Opportunity, Designation, Frequency, and Total paid information also appear.

   6. Select Add next to the gift for which you want to record a payment. The Amount to apply screen appears.

      • If the amount paid matches the amount due for the sponsor’s next recurring gift payment, select Next transaction amount of. The amount due also displays in this option. For example, if the amount due is $50 and the sponsor is paying $50, select this option.

      • If the amount paid is different than the amount due, select Other amount and enter the amount paid.

      • If the sponsor has overpaid, say they send in $150 for a $100 gift and they want the overpayment applied as a donation to the organization, select Next transaction amount of and select Additional donation. Whatever the amount paid over the next transaction amount - in this example $50 - defaults in the Additional donation field.

      • If the sponsor overpaid, does not want the overpayment applied as donation, and the Manage recurring gift settings = “Maintain installment amounts,” the overpayment is applied to any remaining balances and any remainder amount pays into a later installment.

        For information about the Manage recurring gift settings options, refer to Configure Recurring Gift Settings.

      • If the sponsor overpaid, does not want the overpayment applied as donation, and the Manage recurring gift settings = “Update installment amounts to match payments” the installment amount is increased to match the total payment. No underpaid installment balance or future installment is affected by the overpayment.

      • If the sponsor underpaid, when you open the Amount to apply screen, the Other amount option is selected and the Amount defaults in the Other amount field. When you save the payment, a balance is recognized and carried on the sponsor’s payment record.

   7. Select OK to save the information added to the Amount to apply screen and return to the Add a payment screen.

3. Select Save to save the payment.