Pending Donations

Overview

The Pending Donations page displays all donations with a "pledged" status - commitments from partners that haven't been received yet. This view helps you track outstanding pledges, monitor how long they've been pending, and follow up with partners to secure the donations.

Accessing Pending Donations

1. Navigate to Donations in the main menu
2. Click on Pending Donations
3. View the list of pledged donations awaiting receipt

What You'll See

Pending Donations Table

The table displays:

• S/N: Serial number for the current page
• Partner Name: Who made the pledge
• Amount: Pledged donation value
• Currency: Currency code
• Type: Donation type (cash, in-kind, services, equipment)
• Purpose: Designated use of the donation
• Donation Date: When the pledge was made
• Days Pending: Number of days since the pledge
• Payment Method: Expected payment method
• Status: Current status (typically "pledged")
• Contact Info: Partner phone and email for follow-up

Understanding "Pending"

A donation is "pending" when:

• Status is set to "Pledged"
• Partner committed to give but hasn't sent payment yet
• Received date is blank (payment not received)
• Waiting for partner to fulfill their commitment

Days Pending Indicator

The system tracks how long pledges have been outstanding:

• Days Pending: Calculated from the donation date to today
• Color Coding (may vary):
  • 🟢 0-30 days: Recent pledge, normal timeline
  • 🟡 31-60 days: Aging pledge, may need reminder
  • 🔴 60+ days: Old pledge, requires follow-up

Key Features

Search and Filter

Find specific pending donations:

• Search: Partner name, purpose, or reference number
• Filter by Days Pending: Min/max days range
• Filter by Amount: Min/max amount range
• Filter by Date Range: Pledges made within specific period
• Filter by Purpose: Specific designation
• Filter by Type: Cash, in-kind, services, etc.

Sort Options

Organize the list:

• Sort by days pending (oldest first - recommended)
• Sort by amount (highest first)
• Sort by donation date
• Sort by partner name

Aggregates

View summary statistics:

• Total Pending Amount: Sum of all pledged donations
• Average Days Pending: Mean time pledges have been outstanding
• Count: Number of pending donations

Common Tasks

Following Up on a Pledge

1. Find the pending donation in the list
2. Note days pending and partner contact info
3. Contact the partner:
   • Phone: Call if contact number available
   • Email: Send reminder email
4. Ask about the status of their pledge
5. Update the system based on their response

Updating Status When Payment Received

When a partner fulfills their pledge:

1. Find the donation in Pending Donations
2. Click to view details
3. Click Edit or navigate to All Donations
4. Update the record:
   • Change status from "Pledged" to "Received"
   • Add the Received Date (today's date)
   • Add payment reference number if applicable
   • Add notes about how payment was received
5. Save changes
6. Donation moves out of Pending queue

Marking a Pledge as Cancelled

If a partner cannot fulfill their pledge:

1. Open the pending donation
2. Edit the record
3. Change status to "Cancelled"
4. Add note explaining why (e.g., "Partner experienced financial hardship")
5. Save changes
6. Donation moves out of Pending queue

Sending Reminder Communications

For aging pledges:

1. Filter by days pending > 30 days
2. Review the list
3. Prepare communication:
   • Draft friendly reminder email
   • Reference the original pledge
   • Ask if they still plan to fulfill
   • Offer flexible payment options
4. Send reminders
5. Track responses
6. Update records as needed

Priority Follow-Up Strategy

High Priority (Immediate Follow-Up)

• Pledges over 60 days old
• Large amounts ($1,000+)
• Special campaign pledges
• End-of-year pledges

Medium Priority (Follow-Up Within Week)

• Pledges 31-60 days old
• Recurring donor pledges
• Designated/purpose-specific pledges

Low Priority (Monitor)

• Pledges under 30 days
• Small amounts
• Recent commitments

Best Practices

Regular Monitoring

• Review Pending Donations weekly
• Prioritize by days pending
• Contact partners promptly
• Update statuses immediately

Communication Tips

• Be Gracious: Assume best intentions
• Gentle Reminders: Don't pressure or guilt
• Offer Help: Ask if payment method needs to change
• Provide Options: Make giving easy
• Say Thanks: Appreciate their commitment even if timing changed

Status Management

• Update Promptly: Change status when payment received
• Use Cancelled: For withdrawn pledges, don't delete
• Add Notes: Document all communication and status changes
• Track Patterns: Note if certain partners regularly delay

Common Scenarios

Partner Says "I Already Sent It"

1. Check All Donations to see if it was entered separately
2. Check with finance team about recent receipts
3. Ask partner for:
   • Date sent
   • Method (check number, wire transfer, etc.)
   • Reference number
4. Locate payment and update record
5. If not found, ask partner to provide proof

Partner Wants to Change Amount

1. Edit the pending donation
2. Update the amount to new value
3. Add note explaining the change
4. Confirm new amount with partner
5. Save changes

Partner Wants to Spread Pledge Over Time

1. Consider creating multiple donations:
   • First installment as "Received" with payment
   • Future installments as "Pledged" with future dates
2. Or mark as recurring with frequency
3. Document the payment plan in notes
4. Track each installment separately

Partner Can No Longer Give

1. Thank them for their initial commitment
2. Update status to "Cancelled"
3. Add note with reason (if shared)
4. Leave door open for future giving
5. Don't show disappointment or pressure

Reporting and Analysis

Track Pledge Fulfillment Rate

Monitor how many pledges convert to donations:

• Count pledges that become received/cleared
• Count pledges cancelled or long-pending
• Calculate fulfillment percentage
• Identify trends or patterns

Identify Follow-Up Needs

Use reports to:

• List all pledges over 45 days
• Find high-value pending donations
• See which purposes have pending pledges
• Track pledges by campaign or event

Related Pages

• All Donations - View and update donation status
• Donations by Partner - See partner's pledge history
• Recurring Donations - Track recurring pledge patterns
• Donations by Purpose - View pending by project

Troubleshooting

Donation Not in Pending Queue?

Check if:

• Status is not "Pledged" (may be "Received" or "Cleared")
• Received date was filled in (making it not pending)
• It was marked "Cancelled"
• Filter settings are excluding it

Can't Update Status?

Possible reasons:

• Permission restrictions
• Donation is locked
• System validation error
• Try refreshing the page

Tips for Success

• Daily Review: Check pending queue daily
• Aging First: Focus on oldest pledges first
• Personal Touch: Call rather than email for large/old pledges
• Document Everything: Add notes about all communication
• Be Patient: Allow reasonable time before follow-up
• Stay Organized: Use filters to prioritize work
• Celebrate Wins: Thank partners when pledges come in

Need Help?

If you need assistance:

• Contact your development team about pledge follow-up strategies
• Ask your finance team about payment processing
• Refer to communication templates for reminder emails
• Consult your supervisor about handling difficult situations