Gifts, pledges and corrections

Every gift is an exact line in a ledger, in whole cents. Gifts are never edited after they are recorded; a mistake is corrected with a reversal, so the history always adds up.

Record a gift

On the donor's page, fill in Record a gift:

• Amount in dollars, such as 250.00.
• Received on, the date the gift arrived. It cannot be in the future.
• Paid by: check, card, online, cash, bank transfer or other.
• Check number or reference (optional). A reference can be used only once among hand-entered gifts, which stops the same check being entered twice.
• Fund, Unrestricted unless you name another.
• Toward pledge, when the donor has an open pledge.
• Did the donor receive goods or services? Choose No goods or services, or Yes with their value and what they received, such as a dinner ticket. The acknowledgement letter states this answer.
• A Note, if you like.

Record gift adds the line. Gifts at or over your threshold show Letter due until a letter goes out.

Pledges

Open Record a pledge on the donor's page with the amount, the date pledged, an optional due-by date and the fund. Gifts recorded Toward pledge count against it, and the page shows what has been paid and what is still to come.

Correct a gift

An owner or admin opens Reverse this gift under the gift, gives a reason (for example "Refunded to donor") and presses Reverse gift. Coffer adds a matching negative line with the reason. Totals, the year figures and letters follow the ledger. A gift can be reversed once, and not while it sits in a letter batch that is prepared or approved.

Goods or services not answered

Gifts moved in from Stripe without the These charges were donations box show Goods/services not answered. An owner or admin opens Answer goods or services under the gift and saves the answer; until then that gift's letter waits.