Add/Edit Donations
The Add/Edit
Donations screens allow you record information about donations made to
Voluntary Services. Information concerning a donation is associated with the donor; so when
entering a new donation or changing the details of a previous one, the donor
information is selected or entered first. The screen contains
a sort feature which allows you to look up donations by date, last name of donor, organization, affiliation, or donation value. You can also choose to print a Record of Donations Memo or a Temporary Receipt for Funds.
Some field descriptions are provided at the end of this help screen.
To enter a donation
for a new donor
- Click the Create New Donor|Donation button.
- Select the Donor Type from the dropdown list.
- Complete the Donor information fields.
- Enter the Donation Date and select the Donation type from the dropdown list. Then complete the remaining Donation information fields.
- Click the
Post button to record your entry.
- Click the Print button if you wish to print a receipt or memo for the new donation. The Donation Print screen appears.
- To print a Temporary Receipt for Funds, click the Receipt radio button. To print a Record of Donations Memo, click the Memo radio button.
- Choose a Print format. Click the Display button if you wish to see the receipt or memo as it will be printed.
- Select Print or Save As in the File menu of the browser window to print/save the receipt/memo.
- Click the Exit button to return to the Add|Edit Donations screen.
To enter a new donation for an existing donor
- Select a search
method from the Sort by dropdown list and fill in the "for" field. Click the Sort button. The results of the sort appear in a table in the center of the screen.
- Click the
Add Donation button for a donation in the table belonging to the donor.
If the list is long, you can use the Next and Previous buttons
to navigate through the list.
- The Donor section will be filled in. You can edit this information if necessary.
- Follow Steps 4 through 10 under entering a donation for a new donor (above).
To edit or view information on an existing donor or donation
- Select a search method from the Sort by dropdown list and fill in the "for" field. Click the Sort button. The results of the sort appear in a table in the center of the screen.
- Click the Edit button for the desired donor/donation. View or edit the fields as desired.
- Follow Steps 5 through 10 under entering a donation for a new donor (above).
Donor/Donation Field Descriptions
Donor
Type |
Individual
- Individual donates with no organization or company affiliation.
Organization and Individual - Individual donating is associated with or
represents a local or national organization with a Voluntary Services
code.
Other Groups and Individual - Individual donating is associated with or
represents a business entity. This business entity cannot also be a local or national
Voluntary Services organization.
Organization
- Representative from a national or local Voluntary Services organization
makes a donation on behalf of that organization; organization alone is the donor.
Other Groups
- Representative of a business entity makes a donation on behalf of
that business; business entity alone is the donor.
|
General Post Fund |
General Post Fund account number that the donation has been applied to; required for monetary donations. The Amount field is the amount of the monetary donation or the estimated value of a non-monetary donation. A single donation can be applied to multiple GPF accounts. To remove a GPF account from a donation, select the GPF account of None. The changes will only be saved when you Post the donation. |
Field Service Receipt |
Receipt number from Fiscal Service once a donation has been submitted and recorded. |
Reference |
Used for categorizing donations, such as division ID or sub-accounts. |
Designation |
Purpose or intended recipient of the donation at the VHA facility. |
Acknowledgment Date |
Date the Voluntary Services letter of acknowledgment was sent to the donor. Entered after the donation.
|
Salutation |
Any words the donor wants to add with the donation. |
Family Contact |
This field will be used with Letters in a future version. |
CC Fields |
Carbon copies - These fields will be used with Letters in a future version. |