Manually record a donation

(See Online donation form regarding self-service online donations that people can enter on your Wild Apricot website)

This page deals with recording donations manually by administrators.

Once the donation is recorded you also have the following options.

• E-mail a donation receipt to the donor with a personalized message
• Refund the donation
• Print the donation receipt for your records
• Edit the donation to make any corrections
• Delete the donation form your records.

Recording donations for Existing Contacts

Go to Donation database go to Donations tab and click on [Record donation] button.

You will be presented with donation form you can fill out to process the donation.

First you must select a donor by clicking on the [Select existing contact] button at the top of the screen. This will assign the donation to one of your contact records.

• General information
  • Amount - enter donation amount
  • Date - enter the date of the donation
  • Tender - if desired, you can classify the form in which donation was received, see Payment tenders

• Donor details: All the donation fields you define in Settings -> Donation fields will be included here

Internal Notes

After you finished entering donation details click on Save button at the top of the screen. The following screen will have a summary of the donation details as well as the option to Print, E-mail, Edit, Refund and Delete the donation.

Recording Donations from new donors

If the person your are recording the donation for is not yet in the database (not a contact / member) you will need to create a contact first and then record the donation.

Dealing with Pledges

There is currently no way to properly track pledges in Wild Apricot. A donation is treated like payment received (without any accompanying invoice) and once you record a donation its considered received in full at that point.

One workaround you can use:

• Create manual invoices and use them to track pledges (See Issue manual invoice )
• Once the payment (donation) is received, record it as usual, then settle it to the previously created pledge invoice, see Record Payment and Settle to Invoice

Downside:
These invoices / payments will not be included under donations in reporting but will be reported separately under payments.