Gift Management

From Fundraising, Gift management, you can track charitable giving from your constituents. 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.

  • 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.

  • Add multiple gifts at one time, select Add, Add a batch of gifts.

  • Post gifts to the ledger by default.

    Note: To change the gift's post status before approving a batch, see Edit a batch's gifts.

  • Match gifts with constituents. For more information, see Online Data Review.

  • View gift batches from other sources, such as automatic recurring gifts.

To create records for the gifts in a batch, select the batch number to 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.

For more information, see Gift Batches.

From Fundraising, Gift management, you can view a list of all batches added in web view. 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.

By default, only unapproved batches appear under Gift management. To view approved batches, select Gift batches under Related Links. Next, select Filter and clear Hide approved batches. For more information, see Gift Batch Records.

Gifts received from other sources, such as automatic recurring gifts, donation forms, and event registration forms, are automatically placed in unapproved batches. These batches are grouped by source, date, payment method, and payment configuration. To learn how to create gift records from a batch, see Approve batch. For more information about gift batch records, see Gift Batch Overview and Gift Batch Records.

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

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 Unapproved batches. 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 under Unapproved batches. 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.