Donations

Donations (Fund Raising) exist to help programs identify, solicit, and track contributors, their contributions, and the organizations they belong to. To maintain confidentiality, permissions must be setup by the Applications Administrator in order to use this feature. You can access Donations by going to Admin Donations.

Add Contributor

1) Required fields are marked with an (*)

2) Select the correct Member of this organization (where the Contributor works, such as a large company or law firm) from the pull down menu list

i) If it is not listed there, press Add New Organization to open a blank Contributor Organization intake

ii) Fill in the Contributor Organization form, click on close, and return to the Contributor input

iii) The new organization now appears on the pull down menu, and when selected, appears on the new contributor record

3) Continue to fill out the Contributor input

4) You can generate a request-for-donation or thank-you letter

i) Use the Print Letter pull down to choose a letter, either home or work address. The work information is taken from the Contributor Organization record that is linked to the Contributor record

ii) Select the letterhead

iii) Print an envelope if needed

5) The boxes at the bottom of the screen fill over time, as you enter contributions for this Contributor.

6) Buttons at the top of the Contributor input form

iv) Save/Stay – Save this information and stay on this form (Note: This will also let you know, through an error box, whether you have missed a particular entry that is required)

v) Add – Saves the information and opens a new, blank Contributor input form

vi) Print – Print this contributor’s information

vii) Time – This button will take you to the Stop Watch Time Keeping form, wherein you can track the time spent on this input form (Described in Exploring Prime)

viii) Close – Saves the information on this form and returns you to the menu system

Add Contributor Organization

1) Required fields are marked with an (*)

2) Put a check next to any subjects the organization wishes to target

3) Use the Notes box to enter notes about the organization. Make sure to click on Insert Date first

4) The box at the bottom of the intake automatically fills in and updates over time as you enter contributors who are linked to this organization

5) Buttons at the top of the Grantor or Contributor’s Organization input form

i) Save/Stay – Save this information and stay on this form (Note: This will also let you know, through an error box, whether you have missed a particular entry that is required)

ii) Add – Saves the information and opens a new, blank Contributor’s Organization input form

iii) Print – Print this contributor’s organization information

iv) Time – This button will take you to the Stop Watch Time Keeping form, wherein you can track the time spent on this input form

v) Close – Saves the information on this form and returns you to the menu system

Add Contribution

1) Required fields are marked with an (*) 2) Select the contributor’s name from the pull down menu 3) For a new contributor, press the New Person button and it will take you to a blank Contributor screen. Fill in the information and close the record. 4) This contributor’s information now appears on the Contributor Name field pull down menu 5) You can generate a request or thank-you letter and an envelope to the donor at home or at work if desired 6) The white and gray boxes automatically display information from the Contributor and Contributor Organization tables 7) Once entered, contributions automatically link to and update the appropriate Contributor record 8) Buttons at the top of the Contribution input form i) Save/Stay – Save this information and stay on this form (Note: This will also let you know, through an error box, whether you have missed a particular entry that is required) ii) Add – Saves the information and opens a new, blank Contribution input form iii) Print – Print this contribution’s information iv) Time – This button will take you to the Stop Watch Time Keeping form, wherein you can track the time spent on this input form. This is described earlier under the discussion about adding Time Keeping Records. v) Close – Saves the information on this form and returns you to the menu system

Search/Edit Contributor

Gets information on a specific contributor or locates one or more contributors that meet certain criteria (e.g., the record for William Smith, all contributors from DeKalb County)

Search/Edit Contributor Organization

Gets information on a specific contributor organization or locates one or more organizations that meet certain criteria (e.g., the record for the Shepard Family Trust or all Contributor Organizations that target funds for seniors issues)

Search/Edit Contribution

Gets information on a specific contribution or locates one or more contributions that meet certain criteria (e.g., Jerry Green’s contribution on May 10th or all contributions of $500 and above).

Note: When searching by the Amount criteria, the search will locate all contributions equal to or greater than the amount you enter