Welcome to the world of Donation Entry! Donation Entry will allow you to log cash and check donations, making it a one-stop-shop for donor management and end-of-year tax statement generation. This article will walk you through the Donation Entry workflow from start to finish.
The Batching Process
Creating a Batch
Within the Batches section of the Dashboard, select Create Batch in the upper right corner.
If you have feedback on Subsplash Batches, please select Give Us Feedback, we'd love to hear from you!
After selecting Create Batch, name the batch. We recommend using a date range as part of the name as it makes locating donations easier in the future!
Entering Donations
Select Create Gift in the upper right corner.
You can allocate the gift to an existing donor or create a new donor.
When entering the fund details, you'll notice Unpublished Funds appear in the drop-down menu. Due to popular demand, we've added this feature! This allows you to record donations to funds that you may not want visible to online donors.
Enter additional applicable gift details Such as Campus, Fund, Sub-Fund, Amount, Date Received, Payment Method, Memo, and Check Number.
Split Donations
If a donor would like to allocate their gift to multiple funds, select the "+" icon to the right of the Amount Field to add a new fund. If you need to delete a fund row, select the "X" to the right of the Amount Field.
You may add as many splits as needed! Note: donations cannot be split within the same fund, it must be allocated to different funds.
Adding a New Donor
If a donor does not exist within the Dashboard, select the "+ Create..." option to add a new donor.
Within the new pop-up, add the First and last name of the donor and select Create
We recommend taking note of new donors while gifts are batched. After a Batch is Committed, locate the donor in People and add additional information if applicable.
Editing an Active Batch
Select the three dots in the upper right corner to Rename or Delete the Batch.
While a Batch is Active, you may delete the batch, rename the batch, and delete donation entries. Note, that donations cannot be deleted and a batch cannot be renamed once it is committed. Donation details of a Committed entry can still be edited.
Editing Donations within an Active Batch
Select the entry within an Active Batch.
Click the three dots in the upper right corner.
Select Edit Gift or Delete Gift
Committing a Batch
When viewing an Active Batch, select Commit Batch in the upper right corner.
Note: after committing a batch, entries cannot be deleted or added.
Confirm by selecting Yes, Commit or select No, Cancel to return to the Active Batch.
A few things occur when a batch is committed
The entries will be added to the Gifts and Analytics & Reports section of the Dashboard.
Additionally, they will be added to the donor's profiles in People and visible within their end-user accounts.
Lastly, the Batch will be moved from Active to Committed within the Batches section of the Dashboard.
Editing Donations within a Committed Batch
A committed batched donation can be found within the Gifts or Batches section of the Dashboard. Once found, select the gift to view its details.
Select the Pencil Icon in the upper right corner to begin editing the donation.
Remember you cannot delete a committed entry; however, the status can be marked as Failed.
Marking an entry as failed will prevent it from appearing on the donor's giving statement.
The Adjustment History section in the upper right corner will log any change made to a committed entry.
Efficiency Tips
Before you begin, we recommend sorting gifts by type. This will allow you to have all of your cash/check donations grouped together inside the batch as you enter them.
Determine if cash will be counted per envelope or entered as a lump sum. Maintaining individual gift amounts can assist the finance team in determining the number of givers and average gift amount.
To log anonymous cash donations, consider creating a donor named ‘Anonymous Cash.’ This will allow you to keep track of all cash gifts in a simple organized way.
To add funds or campuses, you will need to add them to the Funds or Campuses pages of the Giving Dashboard. These will automatically appear in the drop-down menus in Donation Entry.