Table of Contents
- Where to add a new donation
- Record a donation
- Record a credit card donation
- Ways to track a donation
- Keeping donations secure
- Printing out a donation receipt
- Delete a donation
Where to add a new donation
When you are adding a donation for an existing donor, you need to start in the People section of your control panel since the donation is connected to a person. The best way to locate a donor’s profile is to do a quick search. Because you are adding a donation in the profile, the changes you make on the donation form will automatically update the profile.
Once you’ve accessed the appropriate profile, click on the Donation tab from the Dashboard.
You can also create a new donation by accessing Finances > New donation within the profile.
When you are adding a donation for a new donor, you can create both a new donation AND a new profile through the Finances section of your control panel. Once you save the new donation, you will find the new donor profile in the People section. If you add a new donation through the Finances section for an existing donor, the new information will overwrite the existing data. The overwrite happens when a match is created through email address.
To add a donation for a new donor, visit Finances > + Transaction and click on the Type of transaction dropdown menu to select New donation.
Record a donation
Once you know where to add a new donation, then you can continue to input the donation information. Recording a donation is different from charging someone for a donation as you are just making note of a donation already received.
1. When you land on the donation form, you are required to fill in the "Amount" and "Payment type" and additional details based on selected Payment type.
To record a one-time payment, select the one-time payment radio button on the right-hand side of the form and click on the Payment type dropdown menu to select the method of payment your donor made. The different payment types we offer: cash, credit card, check, money order, EFT, in-kind, wire transfer, Square, ActBlue, customer credit, prepaid, or other.
After filling out the remaining fields of the form, click the Pay donation button to complete the transaction. When possible, we highly recommend that you choose a method to track the donation for your records.
Now, if you look at your supporter’s profile in the People section, you will see the added donation under [Select profile] > Finances > Donations. All donations are listed in chronological order. You can also record the actual date a donation was received.
Record a credit card donation
Recording a credit card donation is not yet supported with NationBuilder’s integrated payment processing. If a donor is comfortable giving you their credit card details in order to submit a contribution on their behalf, you will want to edit their information through the front-facing site as though you were the donor. You will need to enter the donor’s email address - rather than your own - to submit the donation successfully.
Although you can’t charge a credit card through the control panel, you can still select the payment type as “Credit card” to keep track of how you received the transaction.
Because you are not taking your donor’s credit card information, you can only record one-time donations when you enter them through the control panel.
If you are using a third-party payment processor, you can optionally charge a donor’s credit card when entering a one-time, monthly, or installment credit card donation. After selecting Credit Card from the Payment type dropdown, check the "Charge credit card?" checkbox that appears to open the fields to input credit card information.
Ways to track a donation
There are several ways to track your donations -
- Tracking code
When you are doing a fundraising campaign or an event, Tracking codes help you keep an eye on all the donations tied to that specific fundraising.
For example, Anthony attends a fundraising dinner event and is inspired to make a donation to the organization. He goes to a volunteer to make a transaction. As the volunteer completes the donation form, she goes to the "Tracking code" dropdown menu to select the appropriate code, so that other organizers know where Anthony's donation comes from.
This method becomes extremely useful when aggregating data for accounting purposes.
Supporters who raise money on behalf of the organization are called fundraisers. If you are entering a new donation from someone who was recruited by a supporter, you can note the supporter as the fundraiser. If you don’t select a fundraiser for a donation, the donor will automatically be considered the fundraiser.
For example, Anthony talks to his friend, Sara, about his favorite organization. Sara is inspired and calls the organization to make a donation. A volunteer completes the donation form and finds Anthony Hook in the Fundraiser dropdown menu.
- Membership for the donor
📌 For all customers on the Organization plan or above, you can indicate that a transaction is for a paid membership.
In order to add a membership on a donation form, you first need to set up memberships in your nation.
Decide what type of membership a donor will receive in the "Membership" dropdown menu.
If you want the membership to expire, you can select a time frame from the "Expire membership in" dropdown menus. You can choose from 1-31 days, weeks, months or years.
- Gift membership
Supporters also have the option to gift a membership, which can only be done through this form in the control panel. Once you check the "Gift this membership" box, the "Membership for" dropdown menu becomes available and you can select the supporter who will be receiving that particular membership.
Remember that the person receiving the gifted membership must already exist in your people database.
- Page to include new donation in total
If you want to reflect a donation for a particular page on your site, then you type the slug in the "Page this donation was from" field. When you click the Save donation button, the designated page will reflect the donation.
For example, Sara’s donation is for a specific fundraising campaign, so the slug of the campaign page, leadership_campaign, is entered into the field.
After Sara’s $100 donation is saved, the progress bar on the leadership_campaign page reflects the donation.
The "Page this donation was from" field comes in handy when you are using progress bars on your website and want donations made through the control panel to automatically reflect on your webpage.
- Email to include new donation in total
If you want to reflect a donation received from a particular email, you need the slug of the email to fill in the "Mailing this donation was from" field.
Once you click the Save donation button, the donation will be reflected in the email statistics.
For example, Anthony makes a donation over the phone because he was so moved by a story from an email. As a volunteer completes the donation form for Anthony, she includes the email’s slug, bealeader_1. Once Anthony's donation is processed, the volunteer can go in the control panel to Communication > [Select broadcaster] > Email > Blasts and find Anthony's donation amount included in the total amount of donations collected from that particular email.
Keeping donations secure
Our encryption technology makes all donation pages and control panel pages highly secure for you to input personal information. You can also tell if you’re on a secure site when the lock icon is displayed in the browser.
Printing out a donation receipt
With donations, you are able to easily print out a donation receipt by clicking on the PDF icon next to the donation. Please note that once these PDF's are generated, they cannot be changed. This is to keep financial consistence for donation receipts within your nation.
Delete a donation
We do not recommend deleting donation records from a nation. This will make the nation's financial history incomplete and can cause problems when doing financial reporting for an organization.
Some customers inadvertently delete donations from their nation by deleting the people associated with those donations. To prevent this from happening, the Delete button is not available on a user profile if donation records are attached to that profile. Similarly, if you batch delete a list of people, any people on that list who have donation records will not be deleted.
While we do not recommend it, if you truly want to delete people and/or their donation history, you will need to use the following process:
You need to manually delete each donation record associated with the person. You can do this by clicking on their profile > Finances > hover over the donation and click Edit to edit the donation.
At the bottom of the page you will see delete donation. Once you click this button, you will receive a pop up that asks you if you're sure you'd like to delete the donation. Click OK.
The person's record can then be deleted individually or through a batch delete process. If you imported a lot of donations, or have another large set of donations that you would like to delete, please contact your organizer. They can help on an individual basis.
The SwipeHup app provides a faster way to charge credit cards in-person.