Knowledge Base Article

Add Material Donations

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Nonprofit organizations exist to support and raise funds, and in some cases Materials, 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 your Material Donations.

To Add A Material Donation Into Argenta

To get stated, choose Materials Management > Material Donations - from the Argenta main menu on the left-hand side of the screen:

This opens your Material Donations screen. From here, click the "Add New" button:

 

This opens the Material Donation Workspace screen:

 
 
This workspace has three tabs of information. Let's go tab-by-tab and field-by-field:
 
1. Donation Details tab:
 
 
On this tab you need will enter these details about the donation:
  1. Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this record to view-only access unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to modify this record on the Record Permissions tab of this record. 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. Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this record so that users cannot view or update the record unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to access this record on the Record Permissions tab of this record. 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.
  3. Date of Donation - Enter the date of the donation by manually typing in a date or by using the date selector. This is a required field.
  4. Donor ID - You must select a donor for the donation. Use the Lookup icon to search for and select your donor. If the donor is not in your system you can use the Add New icon to add a new donor. This is a required field.
  5. Receipt Given? - If a receipt has been given to your donor for this donation, select "Yes" if not, select "No."
  6. Donation Status - Select a status from the drop-down list. Your options are: Complete, Incomplete, or Unknown/Other or N/A. If the appropriate status is not listed you can add a new one by selecting the Add New icon. 
  7. Donation Type - Select a type from the drop-down list. If there is not an appropriate type for the item you can add a new one by selecting the Add New  icon.
  8. Donation Category - Select a category from the drop-down list. If there is not an appropriate category for the item you can add a new one by selecting the Add New  icon.
  9. Our Associated Team Member - Use the Lookup  icon to search for and select the member of your team that was responsible for this donation. 
  10. Total Approx. Value - You may choose to add items to this donation on the Items Donated tab. If you do, this value will change based on the items you enter. If you don't want to itemize this donation, you can add an approximate value here. If you do choose to itemize this donation you should not change this value!
  11. Donation Description - You can enter a description of the item being donated here.
  12. Chapter - If this donation belongs to a specific chapter within your organization or you wish to restrict users by chapter, select the appropriate chapter from the drop-down list. If you have users in your system who are restricted by chapter, they will only be able to see records in the chapters you have granted them access to.
  13. Division - If this donation belongs to a specific division within your organization or you wish to restrict users by division, select the appropriate division from the drop-down list. If you have users in your system who are restricted by division, they will only be able to see records in the divisions you have granted them access to.
  14. Department - If this donation belongs to a specific department within your organization or you wish to restrict users by department, select the appropriate department from the drop-down list. If you have users in your system who are restricted by department, they will only be able to see records in the departments you have granted them access to.
  15. District - If this donation belongs to a specific district within your organization or you wish to restrict users by district, select the appropriate district from the drop-down list. If you have users in your system who are restricted by district, they will only be able to see records in the districts you have granted them access to.
  16. Precinct - If this donation belongs to a specific precinct within our organization or you wish to restrict users by precinct, select the appropriate precinct from the drop-down list. If you have users in your system who are restricted by precinct, they will only be able to see records in the precincts you have granted them access to.
  17. Associated Campaign - If this donation belongs to a specific campaign, use the Lookup icon to search for and select the appropriate campaign for this donation.
  18. Associated Event - If this donation belongs to a specific event, use the Lookup icon to search for and select the event.
  19. Related Files - Like all other modules and sections in Argenta, you can also add an unlimited number of related files to this material donation. If you need help adding a file please see our other KB Article - Add Related Files. Make sure to save your changes first before adding related files. If you would like to add any related files to this material donation you can do so here. Simply click the "Browse" button to search for and select a file from your computer or drag and drop the file into the "Drag & Drop File Box".
  20. Notes - If you would like to add any notes to the material donation you do so in the Notes section. If you need help adding notes please see our other KB Article - Add A Note to the Notes Section. To add a note, click the "Add Note" button. This will open the "Add A New Note" screen where you can type a note. Click the "Save & Add This Note" button to save the note and be returned to your material donation workspace. 
You should save all your changes before moving on. Your options for saving are to click the "Save All Changes & Exit" button if you are done working with the Material Donation. Or to click the "Save All Changes & Continue" button, or the Save Icon at the top, to continue working with this donation by adding items and permissions to the record.
 
2. Items Donated tab:
 
 
You may choose to itemize this donation by adding items. Items must be in inventory before you can add them here. Adding items to your inventory list allows you to keep track of how many items are in your inventory through the Material Inventory Manager. You can add an item you've never entered before to your inventory, right here on this screen. Click the "Add Donated Items" button, then click the "New" button next to the Lookup field. If the item you want to add is already in inventory, simply click the "Lookup" button to find and select it. To add an item to this donation click the "Add Donated Items" button:
 
 
 
This opens the Lookup Item To Add To Donation panel:
 
 
From here you need to enter the full name or a partial name of the item you are wishing to add to this donation. To select the item click the Select icon to select the item. This panel now displays the item number and the description of the item below. Click the "Add The Selected Item" button, to add the item to this donation. You will now see the item added:
 
 
By default a quantity of '1' has been entered. You can change this by clicking into the field and entering a different quantity. If you have changed the quantity select the Save Icon to save the new quantity.
 
You can add as many items as needed by repeating these steps.
 
3. Record Permissions tab:
 

This tab controls the record permissions for the Donation.

3. A. View Only Access:

Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.

3. B. Locked Record Access:

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.