Enter Gifts in Gift Entry

Overview of Entering Gifts in Gift Entry

Gift Entry gives you the ability to enter gifts one at a time or as a collection. With Gift Entry, users can enter batch and single gifts in a way that's accurate, fast, and flexible.

With Gift Entry, users can enter batch and single gifts in a way that's accurate, fast, and flexible. Gift Entry uses the NPSP Data Importer and Advanced Mapping to add constituent and donation data in the appropriate NPSP and standard Salesforce objects.

Gift Entry gives you the ability to enter gifts one at a time or as a collection. When you're on the Gift Entry form, the process is similar for either operation. How you get to the form or what you do when you save the gift varies slightly.

Note Gift Entry uses the record-matching features in NPSP Data Importer. Learn more in Configure NPSP Data Importer Options.

Enter Single Gifts

How you enter a single gift depends on whether the donor already exists in Salesforce or whether you create a donor.

How you enter a single gift depends on whether the donor already exists in Salesforce or whether you create a donor.

To enter a single donation for an existing donor:

1. Find and select the Organization Account or individual Contact for this donation.

2. Click New Gift.

3. Add any Organization Account or Contact information that may not have auto populated in the Single Gift Entry form.

   Information updated in the form, like address or phone number, is reflected on the donor's record when the gift is processed.

4. Ensure the gift is associated with the appropriate Opportunity or Payment record, so that you don't duplicate existing data.

   If the donor has any existing open Payments, access those records from the message about pending donations. If you don't see the message, skip this step and go to step 5.

   

   1. In the pending donations message, click Review Donations.

   2. Review the list of Payments that haven't been paid and their related Opportunities.

   3. From the potential options, choose one of the following:

      • Add or update Payments on an existing open Opportunity by clicking Add new Payment or Update this Payment. (For more information about Opportunities with multiple Payments, see Manage Pledges.)

      • For an open Opportunity without any Payments, click Add new Payment (or Update this Opportunity if you don't use Payments).

      • If none of the existing donations match, click Alternatively, create a new Opportunity.

      As an example, let's assume you're entering a $50 donation that Antonio Gomez made on 3/31. When you click Review Donations, you see these existing open donations for Antonio. The open $50 Opportunity with a close date of 3/31 looks like a good match for this donation, so you might choose to add a Payment to that one.

      

   4. On the Gift Entry form, verify the name of the Payment and the automatically filled in donation information.

      If you change your mind about the selected donation, click Select a different donation. You'll then have the ability to select another.

5. At the end of the Single Gift Entry form, enter the donation information.

   

   Note You can adjust your templates and Advanced Mapping to allow Contact Address fields to auto-populate. To learn more, see Adjust Gift Entry and Advanced Mapping to Populate Contact Address Fields (Optional).

6. In the form, enter the Donation Date and the Donation Amount.

7. If your admin has set up campaigns, in the Primary Campaign Source field, search for and select the allocation.

8. From the Payment Method list, select how the donation was made.

9. Save the gift.

To enter a single gift for a new donor:

1. From the App Launcher, find and select Gift Entry.

2. Click New Single Gift.

3. In the Single Gift Entry form, enter or confirm the details for the donor.

   Use your mouse or Tab key to navigate between cells.

4. For Donor Type, select either Account1 (an Organization Account donor) or Contact1 (an individual Contact donor).

5. Double-check that the donor doesn't already exist in Salesforce by searching for the donor in the corresponding Account or Contact fields.

   If you have several people or organizations with similar names, start typing the name and click Show All Results for... to see additional information about the records that are found.

   

   Note Enhanced search works for any lookup field on the form. You can even use it to search for information, like external IDs, in other fields on the object. Customize the fields in the expanded search results by updating the object's Search Layout. Read more in Customize Search Layouts.

6. In the Add or Edit Contact or the Add or Edit Organization account section, enter information for the new contact.

   For example, here we've entered information for the new Contact, Danny Mayo.

   

7. Enter the Donation Date and Donation Amount.

8. If your Admin has set up campaigns, in the Primary Campaign Sources field, choose an allocation.

9. In the Payment Method field, select how the donation was made.

   

   Note If your template includes any default values, they'll appear here. In this example, we set the Primary Campaign Source to Annual Appeal and the Payment Method to Check.

   

10. Save the gift.

    When you save a gift with a new Payment, the new Payment is related to the Opportunity record and marked as Paid. Additionally, if the new Payment makes the sum of all Paid Payments equal to or greater than the Opportunity amount, the Opportunity is automatically closed. The Stage is changed to the setting found on the NPSP Settings page (Donations | Payments | Opportunity Stage for When Fully Paid).

    NPSP deduplicates Soft Credits you enter through Gift Entry. For example, if you enter two Influencer Soft Credits for the same person, NPSP only records one Soft Credit.

    Checkbox fields show as a picklist instead of a checkbox. You can select the checkbox field by selecting True, deselect the checkbox by selecting False, or retain the existing value by leaving the field blank.

Enter a Collection of Gifts

Use Gift Entry to enter a collection of gifts.

Note A batch can contain up to 10,000 gifts.

After you Create and Edit Gift Entry Batches, enter gifts.

If you're not continuing from the batch that you created earlier, use the App Launcher to find and select Gift Entry | Batches, and select the batch to add gifts.

1. Enter the gift, and if your batch includes recurring donations, click Make Recurring when entering the gift.

2. Click Save & Enter New Gift.

   Dry run is initiated against the gift that you entered to:

   • Look for potential issues with your entry. Rows with issues have a Status of Dry Run - Error. Resolve the issues so that you can process the batch when you finish entering the gifts.

   • Match the donation based on Donation Matching, and then match the donor based on the Contact & Account Matching.

3. To enter more gifts, repeat these steps.

   Notice the Total Count and Total Amount update as you enter and save gifts.

You can edit gifts you saved to the form before processing (see Enter Gifts in Gift Entry). After entering all gifts in your batch, you're ready to Process a Collection of Gifts and Process a Collection of Gifts.

Here's an example of some gift entries. Notice these details:

• Antonio has a link to the Opportunity record related to the Payment we chose in the Review Donations step.

• Ana has a link to the Opportunity record we updated during the Review Donations step.

• Danny didn't already exist as a Contact, so, we added him in the Add or Edit Contact section. His information shows up in those Contact fields instead of the Donor and Donation columns. After the batch is processed, the Donor column contains a link to his Contact record and the Donation column has a link to the new Opportunity.

  

Customize Batch Table Columns

When you have many fields on your form, the table at the bottom of the screen that lists the gifts can become cramped and difficult to read. Customize the form fields in the gift table.

Note You can also customize the columns at the template level in Template Builder. Read more about batch settings for templates in Create or Edit a Gift Entry Template.

1. In a Batch, go to the gift table.

2. Click , and then Select Batch Table Columns.

3. To add fields to the table, move them from Available Fields to Visible Fields. To remove fields from the table, move them from Visible Fields to Available Fields.

4. Save your changes.

Edit or Delete Gifts in an Unprocessed Batch

Edit or remove gifts in an unprocessed batch.

To edit a gift after the gift is saved in a batch that hasn't been processed yet, reopen the gift in the form from the list of gifts in the batch.

1. In the table of gifts, find the row that you want to change.

2. In the donation row that you want to change, click , and then click Open.

3. Update fields as needed.

   

   Note You can't update a processed gift in Gift Entry. Clicking View opens a gift in the form, but the gift isn't editable.

4. To save your changes, click Update.

To remove a gift from the batch:

1. Click in that row.

2. Click Delete.

   The Delete action removes the gift row only from the batch. Deleting the gift in the batch doesn't affect the related donor or donations (if it matched against an existing donation).

If you're done entering and editing gifts and have resolved errors, you're ready to Process a Collection of Gifts.