Entering Donations as a System User
Constituents can make their own donations online, but there may be times when donations will need to be entered into Neon by staff, such as when checks are sent via mail. There are two ways to enter these donations into NeonCRM:
- Using the Batch Donation utility. This allows you to enter multiple gifts at once in a spreadsheet-like utility. Learn more about how to use Batch Donation.
- Entering donations one at a time on donors' accounts.
To enter a new donation as a system user, you can start from one of two places: (1) the donor's Neon account or (2) the Fundraising tab.
To avoid potential duplicates, it's best to first search your database to see if the donor already has a Neon account. From the account page, click the New Donation button found under the Donations section.
You can enter a donation for a new donor or add a new donation to an existing account by navigating to Fundraising tab > Add Donation.
You will be taken to the Donation: Create page.
First, you want to see if the donor you are entering a gift for already has an account in NeonCRM. To do this, start typing their name (first or last) into the Donor field, NeonCRM will narrow down matching suggestions as you type.
If you find a matching account, select this constituent by clicking their name. They will drop in as the donor on the Donation: Create page.
If none of the offered accounts is a match, select New Individual or New Organization to create this donor as a new account.
Now, complete the appropriate fields to add the donation.
The name of the existing or new account making the donation.
The amount of the donation.
The date automatically populates as today's date, but can be changed for back-dating, etc.
Allows you to set up this donation on a recurring basis. Learn more about Recurring Donations.
If you choose a recurring donation, you'll need to set up an interval, such as "Every _3_ Months."
You can also choose an End Date. Leave End Date blank if you would like it to continue indefinitely.
Campaign, Fund, and Purpose
Optional fields to track additional information about how the donation should be used. These can be set up in Financial System Settings.
Indicate whether or not this donor wishes to remain anonymous.
Typically used to indicate how the donor would like to be acknowledged publicly. Because donations cannot be entered on Households, this is often used for the couple's names (i.e. Mr. and Mrs. Jane and John Doe). This can be left blank if the donor wishes to be acknowledged the same way their name appears in the first Donor field.
Designate the donation Source. This is used to track more specific information about how a donation was solicited. Learn how to configure Sources.
Attribute this donation to a particular Social Fundraiser who assisted with this donation. Learn more about Social Fundraising.
The Solicitor who assisted with this donation. Learn more about Solicitors.
How the donation was solicited. Learn how to configure Solicitation Methods.
Acknowledgee is a person who should receive notification that this donation was made. Typically for Honor donations, this will be the person who received a donation in their Honor. For Memory donations, this is typically a friend or family member of the deceased who should receive notification about this donation.
You can start a search for existing accounts by typing their name, or create a new one by clicking New Acknowledgee from the dropdown.
This is for tracking honor/memorial donations. You can start a search for existing honoree records by typing their name, or create a new one by clicking New Honor/Memory from the dropdown. Learn more about Honor/Memorial Donations.
Displays Donation Custom Fields. Learn how to create and configure Custom Fields.
After entering the donation information, click Continue.
This will take you to one of two places:
Complete the appropriate fields for the new account. Click Create Account to continue to the summary and payment page.
This page provides some details about the information you've just entered, so you can confirm before adding payment information.
Click Back to make changes, or you can add another transaction to your shopping cart by clicking Edit or Add Items.
The two check boxes under Acknowledgement allow you to send an acknowledgement email and/or generate a thank you letter.
- Select Email to send the Donation Appreciation system email, provided that an email address is available for the donor.
- Select Mail Merge to send a hard copy letter by adding the donation to the mail merge reminder list.
You determine the default behavior for these two check boxes here:
On the Payment Method page, you will be prompted to select the Tender Type for the donation (e.g., check, cash, credit card, etc.). These can be configured here: System Settings > Financial Settings > Tender Types.
The Tender Type you select will change the payment information that you need to enter.
For example, when you select Check for the payment Tender Type, you will see the below fields.
Selecting Credit Card (Online) for the payment Tender Type will give you a different set of fields, as shown in the example the below. This tender also processes the payment with your credit card processor when submitted.
Fill out the appropriate payment information and click Submit Payment.
Clicking Submit will completes the donation entry process and you will be taken to the donation record view page.
This donation is now saved and available for viewing on the donor's account.