Gift Overview

At the top of a gift's record, the overview section provides pertinent details, including the gift's amount, donor, fundraiser, and other information.

The total amount received or committed, before any factors such as splits or benefits. In web view, you can change the gift’s amount on the gift record. For more information, see Gift Amounts.

The type of gift received, such as one-time gift, pledge, or gift-in-kind. In the database view, you can manage the gift type on the Gift tab of its record. For more information, see Gift Types.

Note: The gift’s type can affect what details appear on its record. For example, some details – such as post status – don’t apply to all gift types.

When your organization received the gift. In the database view, you can manage the gift date on the Gift tab of its record.

The constituent who gave the gift. If you made a mistake during data entry or want to change who gave the gift, you can edit the constituent for all gift types other than planned gifts. Not all of the information will change as a result of the change to the donor, however, consider reviewing the details of the gift, including its matching gifts, pledges, benefits, fundraiser credits, and soft credits.

Note: Admins! To manage who can use this feature, in database view assign Edit rights for Gifts.

To update the donor of a gift in web view:

  1. Select Edit, Constituent.

  2. Search for the constituent who gave the gift.

    Tip: If a fundraiser credit or soft credit exists for the new constituent, that credit will be removed. To manually change these in web view, in the gift recorFundraiserEdit, Gift Amounts. For more information, see Fundraisers and Soft Credits.

Note: When changing the donor on a pledge gift record, all pledges payments will also update.

Note: The donor selected must match the type of constituent originally on the gift record. For example, if the donor is an organization, another organization must be selected.

Under the gift's amount, you can view any special conditions of the giving.

  • Anonymous — The donor gave the gift anonymously. Be sure to respect the donor's privacy and not accidentally recognize them for their giving. For more information, see Anonymous Giving.

    Tip: In the database view, you can choose whether a gift is anonymous on the Miscellaneous tab of its record.

  • Has soft credit — Multiple constituents receive credit for the gift, such as to recognize someone for giving from their spouse or foundation. For more information, see Soft Credits.

    Tip: In the database view, you can track who receives credit for a gift — and for how much — on the Soft Credit tab of its record.

  • Processes manually — The recurring gift was added in the database view and payments must be processed manually. This gift may be eligible to convert to automatic processing. For more information, see Automate Manual Recurring Gifts.

To help locate and identify gift records, your organization may automatically or manually assign unique identifiers when you add gifts. In the ID field, you can view the record's assigned identifier. For more information, see Gift and Marketing Codes.

Tip: In the database view, you can manage a gift's ID under the Miscellaneous tab of its record.

Your organization may receive gifts as the result of fundraiser assigned to cultivate donor relationships or manage opportunities. In the Fundraisers field, you can view who receives credit for acquiring the gift. To open the constituent record of a fundraiser, select their name. For more information, see Fundraisers.

Tip: In the database view, you can manage the gift's fundraisers as solicitors on the Gift tab of its record.

Donation forms are essential for collecting gifts from donors on your organization's website. Under Donation form, you can view which form an online gift was given through. To open the form and view information such as performance metrics, select its name.

To further define a gift, your organization can also select a subtype. For example, you may use a subtype of Technology to help describe a gift-in-kind of computer equipment. In the Gift subtype field, you can view this extra description of the gift.

Tip: In the database view, you can manage the gift's subtype on the Gift tab of its record.

To quickly enter large groups of gifts, such as weekly tithing from cash and checks, your organization may enter them as batches in the database view. In the Batch number field, you can view which batch the gift was entered in.

Tip: In the database view, you can manage batch information from Batch. To view a gift’s batch number, hover over the batch icon on its record.

To help track special details about a gift, you can view a note in the Comment field to quickly summarize information you find valuable, such as the motivation behind the gift or a detailed description of a gift-in-kind.

Tip: In the database view, Comment appears as Reference. You can enter and edit them on the Gift tab of the gift record.

When a constituent gives a gift, we recommend you promptly acknowledge their contribution with a thank you letter to show your appreciation. In the Acknowledge field, you can view whether your organization sent the donor an acknowledgement letter (and if so, when). For more information, see Acknowledgements and Receipts.

Note: If the donor won't receive an acknowledgement letter, such as if you only acknowledge certain types or amounts of gifts, Do not acknowledge appears.

Tip: In the database view, you can manage the gift's acknowledgement status on the Gift tab of its record.

To track the gift in financial reporting, your organization should post it to the general ledger of its accounting system. In the GL post status field, you can view whether your organization posted the gift to the general ledger (and if so, when).

Note: If your organization only accounts for certain types of gifts and won't post the gift to its general ledger, Do not post appears. The GL post status field doesn't appear for recurring gifts.

Tip: In the database view, you can manage the gift's post status on the Miscellaneous tab of its record.

To help the donor track the charitable giving for tax purposes, you should provide a receipt for the gift. In the Receipt field, you can view whether the gift was receipted and when. For more information, see Acknowledgements and Receipts.

Note: If the donor won't receive a receipt, such as if you send them for only certain types or amounts of gifts, Do not receipt appears. The Receipt field doesn't appear for pledges or recurring gifts.

Tip: In the database view, you can manage the gift's receipt status on the Gift tab of its record.

Recurring gifts are commitments to donate at regular intervals, such as through automatic monthly gifts of $50. In the Recurring gift status field, you can view its current standing, and when it entered its current status.

  • Active — The donor currently pays toward the recurring gift on a regular, reliable basis.

  • Held — The donor skipped the current payment but expects to resume with the next interval, such as due to a temporary financial hardship.

  • Terminated — The donor missed consecutive payments and stop paying toward the recurring gift before its end date.

  • Completed — The donor fulfilled their commitment and made their final payment toward the recurring gift.

Tip: In the database view, you can manage a recurring gift's status on the Gifts tab of its template.

Pledges are commitments to donate in the future with a single gift or through multiple installments, such as a gift of $1,200 as 12 monthly payments of $100. In the Pledge balance field, you can view how much the donor has left to pay. For more information, see Pledges.