How To: Create a New Gift - Using the New Gift Button
The simplest way to create a new gift is using the “New Gift” button from a constituent’s detail page.
1) Click on the New Gift button
2) Enter information you know about:
a) the gift type and amount
b) the receipt
c) the payment schedule
d) the payment
e) the allocation
f) the soft credit
3) Submit the gift
4) Confirm that the payment was processed correctly
Click on the New Gift button
A “New Gift” button can be found at the top of the page for each constituent. To enter a new gift for that constituent you must first move to their detail page, either by searching for the constituent name or locating them in the Organizations or Individuals tabs.
From their detail page, click on the “New Gift” button.
This will automatically input information about the individual or organization into the gift details, so that you don’t have to type out information that is already in Causeview.
Enter information about the gift
You will notice that some information fields in the form have a red line next to them. The fields marked with red are required information, and the gift cannot be processed without that information. The other fields are optional, but it is best practice to enter all the information that you can.
It is also best practice to move through the page from top to bottom as you enter information, to ensure that every part of the form is complete.
Information about the gift type and amount
The first step is to select the “Gift Type”. This choice is largely to help you track the different incoming gift types, however, gifts identified as pledges or recurring gifts are processed differently from the others, as they have associated payment schedules.
The most common gift type is a one time gift, where a constituent is giving money to the organization in a one-time payment.
The transaction date will, by default, have the current date filled out, and a link beside the text box will re-enter the current date if it is changed or missing. However you can manually enter a different date if it suits the situation.
The gift amount should be entered by typing it in. If you know how the gift was submitted - through mail, the internet, phone, or in person - you can submit that as the “Channel” using the drop down menu.
Information about the receipt
Acknowledgements and receipts can vary with different appeals, constituents, or transactions. For each gift entered in Causeview you can select a different acknowledgement letter and receipt type.
To choose a letter your Causeview app must be set up correctly to use letters, and it must already exist in Causeview. You can find it using the magnifying glass search tool. The search terms will look through the “Letter Number” field, so you can find a list of all letters in the system by searching for “L”. Click on a letter number to select that letter.
The receipt type may be a single receipt issued at the time of the transaction, a consolidated receipt which collects all gifts and transactions at the year end, or no receipt at all, depending on the preferences of the constituent and your organization. If the gift will occur in several payments over time - that is, the gift type is either recurring or pledge - a single receipt should not be selected. Choose the correct receipt type from the drop down menu.
When a single receipt is selected you can also check the “Auto Email Receipt” box, if you would like Causeview to automatically send an email receipt when the gift is processed. The email will go to the email saved in Causeview for the constituent. Additional copies of the receipt can still be printed or emailed if you choose this option.
Information about the payment schedule
In the case of a recurring gift or a pledge, it is expected that several payments will be made. Information for the future payments is entered when the gift is created.
For a recurring gift, the payment amount you save for the gift will be the amount that is paid each time, on a regular schedule. Most recurring gifts are credit card payments, in which case the payment gateway will save credit card information and make charges for the payments on the correct schedule.
A recurring gift schedule is set by the payment “Frequency” and “Start Date”. The frequency can be monthly, quarterly, or annually, and will begin from the first payment, which occurs on the start date. Usually, the start date is the current date.
In the case of a pledge, the full value or amount of the pledge is promised to your organization and paid in installments over time. Pledges are often paid for with offline payment methods, like a check or cash.
A predetermined schedule is created, but the payments are not automatically processed, as the payments are not assured. The schedule can be determined either by the number of total payments or by the amount of each payment, but in either case a payment frequency and start date are required. Payments can be adjusted at a later date if needed.
The “Default Payment Status” allows you to set the status of the payments that will be created. Depending on your accounting practices, unreceived payments which have been pledged may be pending or committed, while received and processed payments should be approved.
Once you have filled in the payment information for the pledge, click the “Generate Payment Schedule” button. The payment schedule will be created in a tab in the “Additional Details” section.
Under the payment tab all of the expected payments will be listed. You can adjust the amount, payment date, payment type, or status of each item as needed. For example, if you have received the first installment, you could change the status of the first payment to “Approved”.
Information about the payment
Causeview allows several payment types to be used for gift transactions, to help you manage all of your incoming resources. For each payment type, Causeview requires different information to correctly save the payment.
Credit card type payments will interact with your payment gateway. That means that when you submit a credit card payment gift, Causeview will automatically tell the payment gateway to charge the credit card for the gift amount you input, and look for an approval message.
Credit card payments require the card type and card number. You should also input the expiry date, as a month and year, and the CVV or “card verification value”. The CVV is a three or four digit verification number used as a security measure, and can usually be found on the back of a credit card.
You may notice that credit card payments use the contact information from the constituent for the billing information. In the case of a recurring gift you will be given an opportunity to adjust contact information as necessary, but the constituent name will still be used. Remember that the gift should be attributed directly to the constituent who is giving it, and any other constituents who are involved can be credited using soft credits.
Credit Card - Offline
An offline credit card transaction requires all of the same information as a regular credit card payment, but it will not interact with the payment gateway. This payment type can be used if you have already charged the credit card, or will charge it at a later date through a non-Causeview method. This payment type allows you to save the correct payment type for credit card payments where you don’t want to charge the card at the time of payment.
A check transaction requires only the check number and the date of the check. The routing and account numbers are not required. If you know the date the check was deposited, it can also be entered at this time. A check is an offline payment method, and will not interact with the payment gateway.
Cash, Stock, or Other
All other payment methods are also offline, and will not interact with the payment gateway or automatically charge the constituent. For cash, stock, or other payment methods, no further information is required, but if you know the date the payment was deposited you should enter it into Causeview to help track incoming resources.
Information about the allocation
The full amount of every gift must be allocated - that is, the incoming resources must be attributed to one of your organization’s appeals, to track how gifts are initiated, and they must be diverted into a fund. Allocation information should be entered under the “Allocations” tab, in the “Additional Details” area of the new gift page.
By default the gift amount will be entered into the first allocation row, as the “Allocated Amount”. You can adjust this amount and create multiple different allocations, but the full amount must all be accounted for.
By default, the allocation date will be set to the current date, and again a quick link to enter the current date is to the right of the text box. Usually the current date will be the allocation date, but you may wish to use a different date in some cases.
You should select the appeal, or activity, which was responsible for prompting the constituent to give the gift. You can select an appeal using the search function, by clicking on the magnifying glass icon and searching for part or all of an appeal name. In some cases an appeal has a predetermined fund, and that fund number will automatically show up in the “Fund” field if you select the appeal.
If you would like to change the fund the gift will be diverted toward, or if the appeal does not have a default fund associated with it, you can search for a fund using the magnifying glass icon. This will open a search window, where you can search for a fund by name (ie. F-00002) or by fund name (ie. General Fund).
If the gift is being given in association with a tribute, you can specify the tribute in the allocation. Tributes can be selected by clicking on the magnifying glass and using the search function.
Information about soft credits
In some cases, an automatic soft credits will be set up as part of a relationship between individuals. In that case, a soft credit will be automatically applied when a gift is submitted. If you would like to apply a soft credit to an individual for just one gift, or to an organization, it can be manually applied through the “Soft Credits” tab, found under the “Additional Details” section of the new gift page.
A soft credit may be applied to any individual or organization that you would like to credit for the gift. You can specify a role for the soft credit, to help track how the constituent impacted the gift, and specify a custom amount to give only a partial soft credit. Multiple constituents can have soft credit for a single gift, even in the full amount.
Submit the gift
When you’ve filled out all the information on the page you can submit the gift to save the gift in Causeview.
If the payment is a credit card, the payment will be processed. Causeview will return to the constituent page where you began - in this case Brad ZJolie-Pitt’s detail page.
Confirm the payment was processed correctly
If there is a problem with a gift Causeview will provide an error message or prevent you from submitting the gift. However, if you are concerned about a gift you can confirm that the payment was processed correctly by checking the transaction and payment saved in Causeview.
The new gift that we created is at the top of the related list of transactions on Brad ZJolie-Pitt’s detail page. If you are concerned about a transaction, you can see more information and look at the payment record by clicking on the transaction number.
You can view information about the payment in the related lists. In this case, we can see that the credit card payment was approved for the full amount of the gift.
Video: Entering a One-Time Gift using the New Gift Interface