When an event is cancelled or a registrant decides not to attend an event after purchasing tickets, they might make the decision to convert their ticket purchase into a donation to your organization, rather than receiving a refund. When this happens, you can convert the transaction in NeonCRM so that the transaction amount will be correctly recorded as a donation and a donation receipt will be generated.
If you are using the QuickBooks Integration with NeonCRM, the Convert to Donation option will not appear while the transaction is locked. Unlocking and converting the event registration to a donation will not automatically adjust the synced record in QuickBooks.
Converting the Event Registration
Navigate to the detail page for the event registration you want to convert by searching for the registrant's account > Event Registrations > click on the dollar amount of the registration.
Click Convert to Donation.
The Campaign will be filled in by default if your event is linked to a Fundraising Campaign. You can adjust the Campaign, Fund, and Purpose fields to allocate your donation. If you would like to issue a new Donation Appreciation System Email or System Letter, check one or both of the Acknowledgements boxes.
When you click Continue, the event registration record will be marked retained, but adjusted to $0 and marked as cancelled. A new donation record will be added to the registrant's order for the amount of the event registration.
Sending a Donation Appreciation System Email or Letter
When you click Continue, if you have checked the boxes for Email or Mail Merge acknowledgement, a Donation Appreciation system email will automatically be sent and/or a Donation Appreciation system letter will be generated to the letter queue (Letters > Letter Merge).
If you would like to generate a specific version of your system email or system letter (for example, a message acknowledging that the donation is a converted event ticket purchase), go to Global Settings > System Emails or System Letters.
Next to Donation Appreciation, click Create New Version to write the content of your new letter or email. Then, New Email Condition or New Letter Condition. Set up a condition so that this new version is sent when Converted from event registration is equal to Yes.
This condition ensures that, if you choose to send an email or letter to a donor when their event registration is converted to a donation, they will receive this customized version of your email or letter, rather than the default.