All Donations

Overview

The All Donations page provides a comprehensive view of every donation and pledge in the system. This is your central hub for recording new donations, tracking their status from pledge to clearance, issuing receipts, and sending acknowledgments.

Accessing All Donations

1. Navigate to Donations in the main menu
2. Click on All Donations
3. The complete list of donations displays in a data table

What You'll See

Donation Table Columns

The donations table displays key information:

• S/N: Serial number for current page
• Partner Name: Donor who made or pledged the donation
• Amount: Donation value in specified currency
• Currency: Currency code (USD, NGN, EUR, etc.)
• Type: Donation type (cash, in-kind, services, equipment, other)
• Purpose: Designated use or project for the donation
• Donation Date: When donation was made or pledged
• Received Date: When donation was actually received (if applicable)
• Status: Current status (pledged, received, cleared, refunded, cancelled)
• Receipt: Receipt number if issued
• Acknowledged: Whether donor has been thanked

Donation Types

Cash

Monetary donations including:

• Checks
• Cash
• Wire transfers
• Online payments
• Mobile money

In-Kind

Physical goods donated:

• Equipment
• Supplies
• Materials
• Products

Services

Volunteered professional services:

• Consulting
• Legal services
• Medical services
• Construction work

Equipment

Donated assets:

• Computers
• Vehicles
• Furniture
• Machinery

Other

Any other form of contribution

Donation Status

Understanding the status field:

Pledged

• Partner committed to give
• Payment not yet received
• Appears in "Pending Donations"
• Can track days since pledge

Received

• Donation physically received
• Payment in hand
• Check received but not deposited
• Ready to be cleared

Cleared

• Payment cleared and verified
• Funds in account
• Check cleared bank
• Fully processed

Refunded

• Donation returned to donor
• Payment reversed

Cancelled

• Pledge withdrawn
• Donation not completed

Key Features

Search and Filter

Find specific donations quickly:

• Search: Enter partner name, reference number, or purpose
• Filter by Status: Show only pledged, received, cleared, etc.
• Filter by Type: View cash, in-kind, services, equipment donations
• Filter by Date Range: Donations within specific period
• Filter by Amount: Min/max amount range
• Filter by Purpose: Specific designation or project
• Filter by Acknowledged: Show acknowledged or unacknowledged

Sort Options

Click column headers to sort:

• Sort by date (donation date or received date)
• Sort by amount (highest/lowest)
• Sort by partner name (alphabetically)
• Sort by status

Column Visibility

Customize which columns display:

• Show/hide columns based on your needs
• Save your preferred view
• Adjust for different tasks

Common Tasks

Recording a New Donation

1. Click the Add Donation or Create button
2. Search for and select the partner/donor
3. Enter donation details:
   • Type: Select cash, in-kind, services, equipment, or other
   • Amount: Enter donation value
   • Currency: Select currency
   • Donation Date: When pledged or given
   • Received Date: When actually received (leave blank for pledges)
   • Status: Choose pledged, received, or cleared
   • Payment Method: Check, cash, wire transfer, etc.
   • Reference Number: Check number, transaction ID, etc.
   • Purpose: Designation or project
   • Description: Additional details
   • Recurring: Check if this is a recurring donation
   • Frequency: If recurring, select weekly, monthly, quarterly, yearly
   • Tax Deductible: Check if eligible for tax deduction
4. Add any notes
5. Click Save to record

Viewing Donation Details

1. Click on any donation row in the table
2. Dialog opens showing complete details:
   • Partner information
   • Full donation details
   • Payment information
   • Receipt details
   • Acknowledgment status
   • Notes and timestamps
3. Click Close to return to list

Editing a Donation

1. Find the donation in the table
2. Click on the row to open details
3. Click Edit button
4. Update necessary fields:
   • Change status (e.g., pledged → received → cleared)
   • Add received date
   • Update amount if needed
   • Add notes
5. Click Save Changes

Deleting a Donation

1. Click on the donation to view details
2. Click Delete button (usually in actions menu)
3. Confirm the deletion
4. Donation is removed from the system

Issuing a Receipt

1. Click on the donation
2. Click Issue Receipt button
3. System generates unique receipt number
4. Review receipt information:
   • Donation amount and date
   • Tax-deductible status
   • Partner details
5. Download, print, or email receipt to donor
6. System marks receipt as issued with date

Marking as Acknowledged

1. Click on the donation
2. Click Mark as Acknowledged button
3. System records acknowledgment date
4. Donation moves out of "Unacknowledged" queue

Bulk Actions

Process multiple donations at once:

1. Check boxes next to donations to select
2. Choose bulk action from menu:
   • Issue Receipts: Generate receipts for selected
   • Mark Acknowledged: Mark multiple as acknowledged
   • Export: Download selected donations
   • Update Status: Change status for multiple donations
3. Confirm the action
4. Changes apply to all selected

Filtering Examples

View Unacknowledged Cash Donations

1. Set filter: Type = "Cash"
2. Set filter: Acknowledged = "No"
3. Apply filters
4. Review list and send acknowledgments

Find Large Donations This Month

1. Set filter: Date Range = Current month
2. Set filter: Min Amount = 10000
3. Sort by amount (highest first)
4. Review major gifts

Track Pending Pledges

1. Set filter: Status = "Pledged"
2. Sort by days pending (oldest first)
3. Contact partners about outstanding pledges

Recurring Donations

When recording donations from recurring donors:

1. Check Recurring checkbox
2. Select frequency (weekly, monthly, quarterly, yearly)
3. System tracks donation pattern
4. View all recurring donations in Recurring Donations page
5. System can calculate next expected donation date

In-Kind Donations

For non-cash donations:

1. Select Type: "In-Kind"
2. Enter fair market value in amount field
3. Describe items in In-Kind Details field
4. Add detailed description
5. Mark as tax-deductible if applicable

Multi-Currency Support

The system supports donations in different currencies:

1. Select currency when recording donation
2. Amount is stored in donor's currency
3. Reports can show amounts in original currency
4. Convert for reporting if needed

Exporting Data

Download donation data for reports:

1. Apply desired filters
2. Click Export button
3. Choose format:
   • Excel (.xlsx): For spreadsheet analysis
   • CSV (.csv): For importing to other systems
   • PDF: For printing or sharing
4. Download file

Tips for Managing Donations

Daily Tasks

• Review new donations entered
• Update pledge statuses as payments received
• Issue receipts promptly
• Send acknowledgments

Weekly Tasks

• Follow up on old pending pledges
• Review unacknowledged donations
• Check recurring donation patterns
• Export data for finance team

Data Quality

• Verify donor information is accurate
• Ensure amounts are correct
• Select appropriate donation type
• Record proper designation/purpose
• Add meaningful notes

Status Management

• Update from pledged → received when payment arrives
• Change to cleared when funds available
• Mark as cancelled if pledge withdrawn
• Use refunded for returned donations

Related Pages

• Pending Donations - Track pledged donations not yet received
• Unacknowledged Donations - Send thank-you letters
• Donations by Partner - View partner giving history
• Recurring Donations - Manage ongoing monthly/quarterly gifts
• Donations by Purpose - Track project-specific giving

Need Help?

If you need assistance:

• Contact your finance team for donation entry questions
• Ask your supervisor about donation policies
• Refer to training materials for step-by-step guides
• Contact IT support for technical issues