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

To get started, choose Donations and Grants > Fiscal Donations - from the Argenta dashboard on the left hand side of the screen.

 

 

You will be redirected to your list of Fiscal Donations. Click the "Add New" button.

 
 
This will redirect you to the Add A New Donation screen.

 
There are just a few fields to get started:
 
1.  Donor Id - 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 for and select constituents designated as Donors.  If the Donor is not in the system as a donor but as a constituent, you can add them by clicking the "Add New" button and then selecting the "lookup" button here to search your constituents. If your donor is brand new, you can still enter them here by selecting "Add New" on the Add A New Donation screen and then "Add New" on the Add A New Donor by Designating A Constituent As A Donor,  screen to add a new constituent. (It is important to remember that the first screen is only searching for your donors and the second screen searches all constituents.) For help adding a new constituent please see KB Article - Adding A DonorWhen 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.
 
2.  Date of Donation -  This is the date you received the donation. You can manually enter a date or use the date selector. This is a required field.
 
3. Donation Amount - This is the amount of the donation. This is a required field.

 

Once these fields have been completed click "Add Donation & Enter Details."  This will open the Fiscal Donation Workspace screen.
  
 
There are lots of details when entering a donation so let's take a look at each field in detail:
 
1.   Record Permissions - You can choose to lock the record by placing a checkmark in the "Lock This Record"  box. Choosing to lock this record prevents users from viewing or updating it, unless they're either a master admin or given specific permissions on the Record Permissions tab. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
 
2.   Add This Transaction To the General Journal - If this transaction needs to hit your General Journal as a deposit, then place a check in the checkbox to add this donation as an individual transaction. Proceed to fill out the associated Fund, Deposit/Checking Account and Account for the transaction. Here are the steps:
 
  • Fund - Argenta uses nonprofit, fund accounting.  Here you can choose which fund it will be added to.
  • Deposit/Checking Account - Next, select a deposit or checking account. This is the account that your funds will be credited to.
    •  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.
  • Account - Argenta is a double entry system, so next you must select an account from your chart of accounts to credit the donation. This is a required field.

3.   Donation Date - This is the date you received the donation. You can manually enter a date or use the date selector. This is a required field.

 

4.   Donor ID -  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 for and select constituents designated as Donors.  If the Donor is not in the system as a donor but as a constituent, you can add them by clicking the "Add New" button and then selecting the "lookup" button here to search your constituents. If your donor is brand new, you can still enter them here by selecting "Add New" on the Add A New Donation screen and then "Add New" on the Add A New Donor by Designating A Constituent As A Donor,  screen to add a new constituent. (It is important to remember that the first screen is only searching for your donors and the second screen searches all constituents.) For help adding a new constituent please see KB Article -Adding A DonorWhen 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.

 
5.   Donation Amount - Enter the amount of the donation here. This is a required field.
 
6.   Donation Type - Use the drop-down list to select the donation type if applicable. If a type is not listed you can add a new on by selecting the "Add New" button.
 
7.   Donation Category -  Choose the appropriate category for the item by selecting it from the drop-down list. If a category is not listed, you may select the "Add New" button to add a new one.
 
8.   Department/Chapter - If this donation belongs to a specific department or chapter please select the appropriate one from the drop-down list. If the department or chapter is not listed you can add a new one by selecting the "Add New" button.
 
9.   Donation Code - Select a code from the drop down list. This is set at financial by default. 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.
 
10. Payment Method - Use the drop-down menu to select how you received the payment. Example: Check, cash, card, etc.
 
11. Check #/Reference # - Enter a check number or reference number if applicable.
 
12. Payment Point of Entry - Use the drop-down list to select how the payment was received.
 
13. Is Donation Recurring? - Yes or No.
 
14. Recurring Frequency - Options are Weekly, Bi-weekly, Monthly or Annually.
 
15. Auto Input Subsequent Donations? - If the donation is recurring and you want a new donation to be automatically input, you will select yes.
 
16. Receipt Given - Yes or No.
 
17. Thank You Sent? - Yes or No.
 
18. Related Merchant Fees Expense -  If this donation was made with a credit card and has an associated merchant fee expense, it will display here and can be opened by clicking the 'Open Fee Expense' button.
 
19. Related Campaign - If the donation is related to a campaign, select the campaign by using the drop-down list.
 
20. Related Event - If the donation is related to an event select the event by using the drop-down list.
 
21. Team Member Who Solicited This Donation - If the donation was received as the result of a direct action taken by member of your team designate them here.
 
22. Was donation given in honor of another person? - If the donation was made in honor of someone else, select yes here. Yes or No.
 
23. In Honor of (Person's Name) - Place the name of the person whom this donation was made in honor of here.
 
24. Was this donation given for a specifically designated purpose? If so enter it here. If the donation was given for a specific purpose, you can enter the purpose and details here.
 
 
In addition to all the above details, you can find the Refunds, Files and Notes sections below the donation details:
 
 
If you would like to add a refund, file or any notes about the donation you can enter them here. After your donation is entered you can add as many notes or files to the donation work space as you need.
 
For help adding a related file, please see KB Article - Add Related Files.
 
For help adding a note, please see KB Article - Add A Note to the Notes Section.
 
Click the "Save All Changes & Exit" button to finish adding the donation and close the Fiscal Donation Workspace. Or if you want to add more notes or files simple click the Save Icon from the top or the "Save All Changes & Continue" button to continue working on your donation.
 
Record Permissions Tab:
 
Individual records can be locked so only master admins and users who are listed here can view or edit them. To add user permissions for this record simply
add them here by selecting the user from the drop-down list, then click the "Add Selected User" button. This will add the user to the record permissions
and allow the user to edit and view the record.