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

  1. Click the Create New Donor|Donation button.
  2. Select the Donor Type from the dropdown list.
  3. Complete the Donor information fields.
  4. Enter the Donation Date and select the Donation type from the dropdown list. Then complete the remaining Donation information fields.
  5. Click the Post button to record your entry.
  6. Click the Print button if you wish to print a receipt or memo for the new donation. The Donation Print screen appears.
  7. To print a Temporary Receipt for Funds, click the Receipt radio button. To print a Record of Donations Memo, click the Memo radio button.
  8. Choose a Print format. Click the Display button if you wish to see the receipt or memo as it will be printed.
  9. Select Print or Save As in the File menu of the browser window to print/save the receipt/memo.
  10. Click the Exit button to return to the Add|Edit Donations screen.

To enter a new donation for an existing donor

  1. 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.
  2. 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.
  3. The Donor section will be filled in. You can edit this information if necessary.
  4. 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

  1. 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.
  2. Click the Edit button for the desired donor/donation. View or edit the fields as desired.
  3. 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.