Gift Management

From Fundraising, Gift management, you can add gift records to your organization's database to track charitable giving from your constituents. You can add gifts individually, or enter multiple gifts in a batch.

  • To add gifts one at a time, such as when you only have a few gifts to enter, select Add, Add a single gift. For more information, see Gifts.

  • To add multiple gifts at one time, select Add, Add a batch of gifts. With gift batches, you can:

    • Manage gifts as a group with a shared batch ID.

    • Use the batch approval process for data quality control.

    • Save batches while in progress and return later to add more gifts.

You can also view batches that contain gifts from other sources, such as automatic recurring gifts, donation forms, or event registration forms. Gifts received from other sources are automatically placed into unapproved batches based on source, date, payment method, and payment configuration. To create records for the gifts in a batch, open the batch and select Approve.

Warning: Future recurring gift payments won't process until you approve the batch to create the recurring gift record.

Note: While gifts received through donation or event registration forms typically appear in a batch within minutes, in some cases, they may take up to several hours to appear.

For more information, see Gift Batches.

From Fundraising, Gift management, you can view a list of all batches added in web view. You can also view totals of your approved and unapproved batches.

  • Batches provides the total number of all batches, both approved and unapproved.

  • Unapproved provides how many batches are pending approval.

  • Unapproved with exceptions provides how many batches have data entry errors that prevent their approval.

By default, only unapproved batches appear under Gift management. To view approved batches, deselect Hide approved batches.

Tip: To reverse the sort order of a column, select its name.

To find a specific batch, enter keywords — such as the Description or Batch number — in the search field. To open a batch's record, select its number. For more information, see Gift Batch Records.

Note:  Batches created in the database view do not appear in the web view. However, once a batch is approved, its gift records appear in both views.

To edit the gifts in a batch, select Edit batch gifts from its menu under Gift management. For more information, see Gift Batches.

To edit details about a batch, such as its description, expected number of gifts, or expected total, select Edit batch details from its menu , make changes as needed, and select Done.

To delete a batch, select Delete from its menu under Gift management. When you delete a batch, you also delete its unapproved gifts.

Note: You can't delete a batch if it's approved or contains gifts with processed credit card or direct debit payments.