Processing a Donation
To record a donation given to your pantry, click on the ‘New Donation’ tab.
To begin make sure the date is set to the correct day. When you access this page it will automatically default to today's date. You can find the date in the blue section, directly below the ‘New Donation’ tab. To change the date, click on the ‘Change Date’ button and a calendar tool will pop up for your convenience. If you change the date, this page will show the date you selected. This way you know what day you are recording time for.
Since FoodBank Manager allows for pre and post entering of donations, having the correct date set is important for your reports.
Click in the ‘Search’ bar to look for your donor.
Note: For this article, we are searching by company/organization name, city, zip code, phone and email. You can customize the “search by” options to better suit how your pantry is accustomed to searching. (see Help > List Configs)
A “less is better” approach to searching for a team member will yield more accurate results than by typing in the full name.
Start by typing in two or three letters of the organization’s name, press the {TAB} key and then two or three letters of the city and press the {TAB} key again. It’s possible that you may see the donor you are looking for already, but if not, type in the zip code and press the {TAB} key again. If you still do not find who you are looking for continue to the phone and email fields, but remember…just a few characters, not the entire number or email. Please notice that as you ‘Tab’ through, the column changes to gold. This lets you know what column you are working in. Try it on your system, press tab a few times and {SHIFT} + {TAB} to move backwards.
Once you find the donor you are looking for, click on their name.
This will automatically take you to the ‘Create Donation’ page. Fill in the information from top to bottom and save.
When you choose a ‘Donation Type’, the page will automatically populate the fields needed to go with that type of donation. Here you can see the difference between a ‘Cash’ donation and a ‘Food’ donation. Remember, all these fields can be customized to collect the information that is specific to your pantry.
New Donation has two methods of saving the information. The green button, ‘Save Donation & Close’, lets you save a single donation for a donor. An example might be that Polly Peaches donated 200 lbs. of fresh peaches.
The white button, ‘Save & Create New Donation’, lets you record multiple donations for the same donor before saving. An example might be that Polly Peaches donated 200 lbs. of fresh peaches and $1500 cash. By using the white button you can keep the donations separate.
Once you save the donation entry the system will automatically default you to the Search field again.
Please notice the donors will start populating at the bottom of the page. Scroll down if you do not see them.
By clicking on the green plus sign next to the donor’s name you can get a visual review of what was recorded in the donation entry.
To edit the entry use the field on the right.
Note: If this is your donor’s first time donating, click on the ‘Create New Donor’ tab. Fill in the donor fields and ‘Save’. Once saved, it will default you to the ‘Create New Donation’ page for you to record the donation.
To customize the ‘Create New Donor’ page, go to Settings > Donations > Donor Types & Settings > Custom Fields > Donor.
To customize the ‘Create New Donation’ page, go to Settings > Donation > Donation Types & Settings > Custom Fields > Donation.
To learn more about customization using custom fields, CLICK HERE.