Nonprofit organizations exist to support and raise funds for a specific purpose. A donation is a gift made by an individual, household or organization to a nonprofit. Argenta has a Donation Management System built in to help you track and run reports on donations. Not only is it critical to track your donations, but it's also very important to understand patterns.
To Add A Fiscal Donation
From the Argenta dashboard on the left hand side of the screen choose Donations and Grants > Fiscal Donations.
You will be redirected to the List of all Fiscal Donations. Click the "Add A New Donation" button.
This will redirect you to the Add A New Donation screen.
Select a donor. If the donor is already in Argenta, select the donor by clicking the "Lookup" button. This will open a window allowing you to search and select constituents designated as Donors. If the Donor is not in the system, add them by clicking the "Add New" button. For help see KB Article - Adding A Donor. When you select the appropriate donor, the window will close and the Donor ID field will display the ID for the donor you have selected. You will also see the name of the selected donor so you can make sure you've selected the correct donor. This is a required field.
Enter the date the donation was made in the Date of Donation field. This is a required field.
Next, add the donation amount in the Donation Amount field. This is a required field.
Once these fields have been completed click "Add Donation & Enter Details." This will open the "View/Update Donation" window.
Add The Donation As An Individual Transaction in the General Journal & Chart of Accounts
If you use the General Financials system in Argenta, and you would like to add your donation, check "Add This Donation To General Financials". This will display the General Financials panel and allow you to designate accounts for the donation. This reduces your need to add this donation separately into the general financials.
To enter the donation into the General Financial System:
- If your nonprofit uses Fund Accounting and the donation should be designated into a specific fund, choose the appropriate fund from the drop down list.
- Select the Deposit Account where the donation will be deposited from the "Asset Account Used for Payment" drop down list. If this donation is part of more donations that will be lumped together to make a bank deposit please refer to KB article Using Deposits.
- Argenta uses double entry accounting. Next designate the account from your Chart of Accounts where the donation will be designated.
- First choose the Account Detail Type to further narrow down accounts to choose from.
- Then choose the correct account.
Entering the Donation
If your donation is specific to a department or if you would like to secure the donation by department, select the department from the drop down list. This is not a required field.
Select A Donation Category from the drop down list. Argenta has donation categories you can use, but you can add and manage your own. While adding a donation you can add a new donation category by clicking the "Add New" button. This will open a window, allowing you to add a new donation category. After adding it, the window will close and automatically select it. This is not a required field.
Select A Donation Code from the drop down list. This is a required field. Argenta has system donation codes that should classify most if not all of your donations, but if absolutely necessary, you can add and manage your own. While adding a donation you can add a new donation code by clicking the "Add New" button next to the drop down list. This will open a window, allowing you to add a new donation code. After adding it, the window will close and automatically select it. This is a required field.
If you would like to add a 3rd Party Donation (a donation given on behalf of an individual or organization, by a party who should be credited with the donation), select "3rd Party Giving" as the Donation Code. A subsequent field will show up where you can select the 3rd Party who will be credited. For more information on this see KB Article - Add A 3rd Party Donation.
Enter the Payment Method, Check # or Reference # and the Payment Point of Entry. The Payment Point of Entry is how a donation was given, for example: Online, US Mail or In Person. These are not required fields.
Select whether the donation is recurring or not, the recurrence frequency and whether you want Argenta to auto input any other subsequent donations. If the donation will be recurring, select yes to "Is Donation Recurring?", then select the frequency of the donation, ie: bi-weekly, monthly, etc. If you would like Argenta to automatically enter the donation each month, select yes to "Auto Input Subsequent Donations?".These are not required fields.
Select if a receipt was given, a thank you sent and any related merchant fees if applicable. These are not required fields.
If your donation is the direct result of a campaign, click the Lookup button for Related Campaign. This will open a window allowing you to search for and select a campaign. If the related campaign does not exist you can add it without leaving this screen by clicking the "Add New" button. For help see KB Article - Adding A Campaign.
If the donation is not a result of a campaign, leave the default value of "*No Associated Campaign".
If your donation was made at an event or because of an event, click the Lookup button for Related Event. This will open a window allowing you to search for and select an event. If the donation is not a result of an event, leave the default value of "*No Associated Event".
Indicate whether or not the donation was given in honor of another individual or organization than the donor.
If the donation was given in honor of another individual or organization, enter the name in the Name (in honor of) field.
If the donation was received as the result of a direct action taken by member of your team designate them as the "Team Member Who Solicited The Donation" by clicking the Lookup button. A window will open allowing you to search for and select a team member. Team members in Argenta include staff members, volunteers, board members and Argenta users.
If the donation was given for a specific purpose you can make a note about it in the designated purpose field.
If you would like to add any notes about the donation you can enter them in the Notes About This Donation field. After your donation is entered you can add as many notes to the donation work space as you need.
Click the "Save All Changes & Exit" button to finish adding the donation.