Donations Tab

The Donations tab is located on the Donors screen. Monetary and in-kind donations are recorded on this tab.

The following fields are available on the Donations tab for recording donations.

• The Date field is used for the date on which the donation is recorded.
  A date is required to record the donation.
• The Donor field contains which donor in the contact record made the gift.
  If there is only one person in the contact record, then this value is 1 (for Person1). If there are two people in the contact, if the first person made the donation, the value is 1 (again, for Person1). If the second person made the donation, the value is 2 (for Person2). If both persons made the gift, the value should be Both.
  
  If the contact is an organization or contains an organization name and the donation came from the organization, the value should be Org.
• The Payment Method (Pmt Mthd) field indicates the type of donation, for example, Cash or In-Kind.
  If you are transferring donations from another system, you may not know the type of transaction. In that case, use UNK (Unknown). See the Affiliate tab of the Affiliate Setup screen to see how to customize this list of Payment Methods.
• The Amount field contains the value of the contribution received.
  If the donation is an in-kind gift, the Amount field should contain your affiliate's internal value placed on materials or property received in the donation. Since the value of in-kind donations is only used for internal reports, this value is shown in red to distinguish it from other donations. This value is not reported on the receipt.
  
  In the case of in-kind gifts, the items received should be briefly listed in the Message field. (see below) The Message field may be exported for acknowledgement of the gift using mail merge.
  
  For a contribution that came as part of a larger collected gift - such as from the United Way - for which you have a name and address of a donor but no detail about their specific gift amount, enter 0 here. Then select the FRA you set up for this collected donation. This allows you to preserve the fact that the person did give money to your affiliate, even if you don't know how much.
• The Value Of Goods and Services (VOGS) field is also shown in red and indicates the fair market value of any part of the recorded Amount (above) that is not a donation but the purchase of a product or service.
  For example, you have a fundraising activity where you sell a book for $50 that has a fair market value of $10. The Value Of Goods and Services is $10 and the actual donation is $40. (For specific requirements go to http://www.irs.gov and print Document 1771 - Charitable Contribution Substantiation and Enclosure Requirements.)
• The Donations field is the cash value of the contribution.
  For a monetary contribution, this would be the full value of the donation. For contributions that include a value of goods and services (above), this is the difference between the donation Amount and the VOGS fields (see above).
  
  For In-kind contributions, the Donations field should be 0.
• The FRA field identifies a Fundraising Activity with which the donation is associated. This field is optional.
  If you select the FRA of a pledge that is active for this donor and the donor has more than one obligation outstanding, you may be presented with a screen asking you to select the obligation to which this donation should be assigned. For example, if the donor has not paid toward their Club Pledge for the last two houses, Keystone will ask you where you want to apply this particular donation. For more information, see the Introduction to Fundraising Activities section. 
  
  If you entered 0 in the Amount field for a gift that came as part of a collective donation - such as from the United Way - select the FRA you set up for that donation here. See the Amount field description above for more information.

If an FRA is no longer active, it is displayed in red with a gray background.

• The DDA field identifies a Donor Directed Activity.
  This is an activity where money is received as part of one fundraising activity but the donor requests that it be designated to a different FRA. This field is optional.
  
  For example, you may have a fundraising breakfast where you receive donations that the donors want to go toward a Women’s Build. The FRA in this case is the fundraising breakfast and the DDA is the Women’s’ Build. 
  
  You can only enter a Donor Directed Activity if a fundraising activity has been entered in the FRA field. All Donor Directed Activities are existing Fundraising Activities. For more information, see the Introduction to Fundraising Activities section.
  

If a DDA is no longer active, it is displayed in red with a gray background.

• The External Message/In-Kind field's purpose is to provide information for use in acknowledgements.
  This information can be used for a description of an in-kind gift or a for thank you statement. When selected, a prompt is shown in the status bar in the lower-left corner of the Keystone screen that says Thank you for the gift....
  
  Keystone expects you to complete this sentence by entering something similar to of the window frames, of the blitz lunch, and so forth for in-kind donations; in memory of Jane Smith, on behalf of Darius Jackson, etc. for thank you statements.
  
  The External Message/In-kind field is for external use. The Internal Notes field (below) is for internal use only. 
• The Internal Notes field is a memo field and is used to record any internal comment related to the donation. These notes are not printed on any receipts.
• The Ltr field is used to indicate the merge letter you would like to use for acknowledgement of a donation.
  The standard merge letters that come with Keystone are numbered 0 through 5. While the subject of these standard merge letters must remain constant, the content of these merge letters can be edited to meet your affiliate needs.
  
  Keystone attempts to automatically assign this letter number based on the information you enter for a donation. However, you can change this assignment if you wish.
  
  You can create new custom acknowledgment merge letters (using a letter number greater than 5) that you can assign to specific FRAs. If you do this, when you record that a donation came in as part of that specific FRA, Keystone will assign that custom acknowledgement letter to that donation. You can also manually assign custom letters to any donation.  
  
  For more information about these letters, or about assigning new letters, refer to the Help/Documents/Templates tab in Affiliate Setup. For more information about creating letters, see the Creating or Editing a Template with Microsoft Word section. 
• The Ack Date field indicates when a donation was acknowledged.
  Printing a receipt from the Donations tab automatically fills in this date. The Acknowledgement Letters report on the Report screen (located at Development > Donations > Acknowledgement Letters) also lets you record the acknowledgement data here automatically. 

The Cancel button allows you to cancel a partially-entered donation if you decide it is incorrect.

As long as there is a symbol to the left of the record, the data has not been stored in the database and you can click the Cancel button to cancel the entry. Once the symbol appears, the data has been stored in the database and the Cancel button will have no affect. If you do not want the record, it has to be deleted.

Three check boxes are also available on this screen, though only as many as two of them will appear at any given time:

• Print Persons(s) on Receipt - if a contact record has both a person's name and an organization name, this box appears if the organization is the donor. If checked, the donor or donors’ name will appear on printed receipts along with the organization’s name.
• Print Organization on Receipt - if a contact record has both a person's name and an organization name, this box appears if the person(s) is the donor. If checked, the organization's name appears on the receipt along with the person's name.
• No Acknowledgements - if checked, the donor will not receive acknowledgement letters that would normally be generated through the regular acknowledgement process in Keystone. Typically you would use this for donations coming from a regular pledge, or in some cases from a donor's expressed preference. If you change the status of this check box, you will be asked to make a log entry indicating who made this change and why it was made.

There are also summary fields on this screen, found in the Total area, to show the donor's giving over time:

• This Yr - shows the donor's total giving year-to-date for both monetary and in-kind donations.
• To Date - shows the donor's total giving from the date of their first gift until the current day for both monetary and in-kind gifts.

Letters

When a donation is entered for a donor, Keystone automatically selects an acknowledgement letter to be used. The letter number is shown in the Ltr field on the Donations tab. You can view a description of this letter, and all other available letters, by opening the Ltr drop-down list. You can choose another acknowledgment letter from the list as needed.

When you enter a money contribution but do not enter a message in the Message field, Keystone sets the Ltr field to Letter #1 (Monetary Thank You). When you enter a money contribution and do enter a message in the Message field, Keystone sets the Ltr field to Letter #3 (Monetary Thank You With Message). Note, this doesn’t apply if you entered an FRA.

When you enter an in-kind contribution, Keystone sets the Ltr field to Letter #2 (In-Kind Thank You With Message). The Message field must include the product, material, or service that was contributed. Enter this description into the Message field in such a way that it completes the phrase Thank you for the gift.... For example: of the lunch for our blitz build on July 12th or of paint for the Karen Smith Memorial House.

The actual value of the in-kind contribution is not exported for use in an acknowledgement letter. The in-kind value is for internal use only.

If a Fundraising Activity (FRA) is entered as part of the donation record, one of the fundraising activity letters is used. Since the name of the Fundraising Activity will be used in the acknowledgement letter, it is important that you choose the name of the FRA with this in mind.

Letters for fundraising activities that include a value for goods and services have to be customized. However, these customized letters can be assigned to a specific FRA so that when this FRA is entered, Keystone will suggest the appropriate letter.  

If you decide to generate a donation receipt by clicking the Get Receipt button, Keystone automatically sets the Ltr field to #0 (No Letter) and enters the current date in the Ack Date field. Two different kinds of receipts are created depending on the type of donation you are working with, one for monetary contributions and one for contributions that include values of goods and services.

While Keystone automatically assigns the acknowledgement letter to be sent to the donor, you have the option of overwriting this assignment. If you have used Affiliate Setup to define your own letters for specific situations, these letter numbers and descriptions appear in the Ltr drop-down list. If you chose to assign specific letters to different FRAs, Keystone will automatically assign the appropriate letter here. You may choose any letters from this list instead of the defaults as needed.

For more information about these letters, see the Donor Acknowledgment Letters section.