Product Documentation

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======Gift Entry and Processing======

=====Overview=====
This document is meant to give users an overview of the Gift Entry and Processing process from entering the gift to posting and briefly touching on letters.  

Gift Entry is used to record donations from donors and allocate them to funds. Gifts can be entered and reviewed before they are posted, at which point donor records, fund balances, and accounting are updated.

====What This Process Does====

  - A gift is entered for a donor
  - The gift is reviewed and batched
  - The gift is posted
  - Fund balances and donor history update

====Content====

  * [[gift_entry_and_processing#Gift Batches|Gift Batches]]
  * [[gift_entry_and_processing#Opportunity Entered from Account|Opportunity Entered from Account]]
  * [[gift_entry_and_processing#Review Gift Batch|Review Gift Batch]]
  * [[gift_entry_and_processing#Void or Correct a Posted Opportunity|Void or Correct a Posted Opportunity]]
  * [[gift_entry_and_processing#Fund Allocation & Letter/Allocation Records|Fund Allocation & Letter/Allocation Records]]

===Objects===
  * Gift Batch
  * Opportunities 
  * Payments 
  * Fund Allocation 
  * Letter/Fund Allocation 

===Gift Batches===

Gift entry begins with creating a Gift Batch record. The Gift Batch record allows users to group opportunities together and post them, store support documents in one place and move the records through the process together. Additionally, a batch link is stored on each Opportunity record. Let’s begin by creating the Gift Batch record. 

  - From the Dayton Donations app, click Gift Batches, then click "New"
  - Give the batch record a name (Suggest using a date format YYYY-MM-DD and either the users initials or name. Example: 2025-10-06 Judy; Status=In Process; this is the default value; Bank Deposit Date=if known, add the date; otherwise leave it blank until date is known; Lump Sum Deposit?=Checked is default)
  - Click Save (note: Leave the Sum of Total Amount Received, Total Number of Opportunities and Complete fields blank. Those are used later in the process)

===Opportunity Entered from Account===

Opportunities are entered into the system with a flow that originates from the Account record. Whether there's a stack of checks to enter or a list of credit card payments, begin by searching for the account. 

Use global search to search for the Account. This is the donor's account record in Salesforce. 
  - Enter Last name, first name in global search; can either press enter on keyboard or click on one of the results 
  - Once at the account, click “Create New Gift” 

The Create New Gift flow is launched and shows Screen 1 
  - The first field is the Gift Batch field (Search and select the Gift Batch created earlier or connect the opportunity to a different batch that hasn't been posted; NOTE: Gift Batches that have been posted will not be visible through the lookup field in the flow.)
  -  Choose from one of the Donor's funds, or select Other and search and select a fund to receive the gift.
  - Select Primary Donor and Additional Household Donors 
  - Date Received; auto-populates to the previous business day 
  - Payment Method: select a choice 
  - Gift Type: Defaults based on other fields; change if necessary 
  - Amount: add the opportunity amount 
  - Non Tax Deductible Amount; use as needed 
  - NOTE: If Payment Method is Credit Card or Credit Card/Square, add the Credit Card Fee. This is auto-calculated if Credit Card; must add manually if CC/Square 
  - NOTE: If Payment Method is Securities/Stock; additional fields are available (Number of Shares, Non-Cash Asset Description, Gross Amount, Trade Date, Proceed Amount, Settlement Date, Broker Account, Broker Contact, Broker Phone and Account Number)
  - NOTE: Amount is not available to enter for Securities/Stock payment method
  - NOTE: If Payment Method is Real Estate, In-Kind, or Other, the following fields are available: Amount, Non-Cash Asset Description, Non-Cash Asset Description; Non Tax Deductible Amount, Broker Account, Broker Contact, Broker Phone and Account Number, Populate Donor Comments, Campaign Source and Internal Comments as needed. Click “Next”)

Screen 2 contains Gift Letter Type, Acknowledgement information and Address information 
  - Letter Type defaults based on type of fund 
  - Donor wants to be Anonymous and Do not list in Publications/annual report default based on Donor's preferences. User can check/uncheck as needed 
  - Acknowledgement Donor Name=defaults from Account; change as needed
  - Acknowledgement Salutation=defaults from Account; change as needed 
  - Primary Donor Email=defaults from Contact chosen as the Primary Donor on Screen 1 
  - Select the right address to send acknowledgement letter to 
  - Use the Selected address fields to make one-time edits for this letter only 
  - If a Special Type is needed, select Yes and search and select from the Data Table. No is the default choice (NOTE: If Special Type is needed and it's not available in the data table, click “Create New Special Type” and populate the fields)
  -  Click “Save” and the system saves the record and returns the user to the newly created Opportunity. 

Continue entering opportunities beginning on the Donor's Account record until all are entered. Then return to the Gift Batch record. 

===Review Gift Batch===

The Gift Batch record created above will now have Opportunities connect to it. Use the related list, and Gift Batch Report (click View Report) to review the records entered.  

  - Notice the Sum of Total Amount Received and Total Number of Opportunities has been updated. 
  - Upload supporting documents to Files 
  - When the Opportunity record is created a Payment record and a Fund Allocation record are also created. This happens behind the scenes. Once the Opportunity has been created, click on the link and view those records. 
  - When all Opportunities have been created, reviewed and are ready to be posted. (Click “Create Journal Entry” button to finish the batch, Opportunities in the batch will be posted, Journal Entries and Journal Entry Lines created, Bank Deposit records created; the related list is now visible on the Gift Batch record, The Gift Batch Status flipped to Posted, Complete checkbox checked, This makes the Gift Batch unavailable for adding new Opportunities (from the Create New Gift flow button)

===Void or Correct a Posted Opportunity===

If an Opportunity has already been posted and an error was made in the entry it can be corrected. Refer to these instructions for reversing and correcting an opportunity: https://fdnpartners.wiki/doku.php?id=donor360:object_configuration:4opportunities

===Fund Allocation & Letter/Allocation Records=== 

The Fund Allocation, Payment, and Opportunity contain the information needed to process gift receipt letters. A sync flow pushes the necessary data to the Letter/Allocation record. Letters are run from the Letter/Allocation record. 

  - Review the Opportunity, Payment and Fund Allocation fields and make any edits necessary. 
  - When the record is accurate, the staff member responsible for releasing an Opportunity to run the GAL should click the “Send Letter” checkbox on the Fund Allocation record.  NOTE: This is a change from clicking this box on the Letter/Allocation. The Letter/Allocation object is now a Read-only record since edits are made on the Opportunity, Payment and Fund Allocation. 
  - Then click the link to the Letter/Fund Allocation initiate the letter merge in the same way as currently done. 

====Common Questions====

**Did saving the gift deposit the money?**
No — only posting finalizes the transaction.

**Can I edit after posting?**
Posted gifts should be adjusted or reversed.

**Why don’t reports show the gift yet?**
The batch has not been posted.

**Does this update accounting?**
Yes — when posted.