The Development/ Fundraising/ Donation module of Theatre Manager has long been a major portion of the system, but is rarely used to it's full capability. Many features, that have been in place for years, such as: the ability to enter unlimited donations for as many campaigns as you are able to manage, the ability to merge anything with custom made form letters, and the ability to track donation histories over the years (and the future).

There are many recent changes/functions most users are not aware of. These include:

• Pledge Schedules & Sending of Payment Reminders (as letters or Emails).
• To-Do's and Contact Notes specific to each donation.
• Allowing multiple Soft Credits per donation.
• Matching Gifts & automatic setup of Matching Gift receivables.
• Modification of the Donation Receipt fields.
• Program Years versus Fiscal Year versus Calendar Year.
• Choice of allowing each donation receipt preference.
• Automatic maintaining of Financial Year for past, current, and future years.
• Maintaining Solicitors, and if they received a commission for getting the donation.
• Allowing Program Giving Levels to be calculated on donations, soft credits, and/or matching gifts or a combination of them all.
• Customized donation specific Marketing Fields.
• Defaults and customization of Program Names.
• Printing of tax receipts based on 7 different printing options.
• Maintains the next contact date for this patron so the patron can become an annual donor.
• Easy setting of Relationships between the donors, ticket buyers, and volunteers.
• Easy maintenance of who your Matching Gift companies are.
• Specific donor contact marketing flags.
• At a glance overview of donors giving history for the past 8 years, averages, maximums and minimums.
• History tracking of each pledge letter, donation thank you, contact note, and donation tax receipt sent to this patron.
• Vast security access and options available that can be defined for each employee determining what they can and cannot do.

Plus the numerous donation detail, summary, giving trends, giving level, reports geared towards telemarketers, board members, development staff, and management.

You use the Donation Detail Window to insert a new donation. You also use this window to provide a user with specific details about a Patron's particular Donation. When Inserting Donations the Donation Detail Window is accessed through the donation module or the payment window. To access a Patron's Donation Detail Window after the donation has been inserted, the patron's Donation tab must be opened first. Then double click on any donation line and the Donation Detail Window will appear. The data in the Campaign, Solicitor, Non-Receipt Benefit is definable while Setting up Donation. The format of program name and many of the print function defaults are defined in Default Data.

Accessing the Donation Detail Window

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

3. Click the New button.

   

   	Inserts a new donation. For more information on inserting donations click here.
   	Saved changes made to the current donation.
   	Reverts changes made to the donation back to the last saved point.
   	Deletes a donation once the donation receipt and payment have been removed. For more information on deleting donations click here.
   	Generates a report displaying the donation details.
   	Checks the spelling within the data entry fields.
   	Adds a payment to the order. For more information on adding payments click here.
   Campaign	The drop down list contains the possible donation campaign to give the donation to.
   Date Donated	Enter the date a donation was made or if the donation differ from the default computer date the date can be back dated into a prior calendar year for tax purposes.
   Solicitor	Select the person responsible for receiving the donation from the drop down. This person must exist in the Employee table (see Setting up an Employee)
   Donation (gift)	Click in to the amount field and enter the donation amount. This amount sets up a receivable in Theatre Manager so that the system knows to expect a payment for this amount. It could be one payment or it could be post dated payments.
   Total Payment	Amount of money received for the donation. A donation may be made in the form of a Stock and the payment amount may be more of less then the donation amount. For information on Stock gifts click here.
   WriteOff Amount	The unpaid difference between the Donation and the Total Payment.
   Matching Gift	Select the Matching Gift if you wish to link this donation to another patron who will also donate as a result of this patron giving a new donation. Click Here for more information.
   Commission	Select Commisssion if the employee responsable for the donation receives a persentage of the sale.
   Non-Receipt Benefit	The amount deducted from the donation receipt to cover taxable benefits received by making the donation.
   Next Contact	By default, the Next Contact Date is eleven months from the date of the donation. This date can be changed should you require a different date from the default. Use it in reports to print a list of donors that need contacted at that time to ensure that they give on a regular basis.
   Program Year	The Program Year defines the time frame the donation will be recognized in published material. Use it in reports to print a list of Program Names within the Program Year.
   Fiscal Year	The Fiscal Year is selected from the fiscal year set up in default settings. Refer to Accounting for more information
   Tax Receipt Name	This field is used to record the name of the individual who will receive the tax deductible receipt. Theatre Manager prints a receipt for tax purposes in the name of the individual recorded here, which could differ from the individual giving the donation.
   Program Name	This field is used to record how the patron would like to be recognized on the program. Theatre Manager generates a donor recognition report that ensures your donation list is complete and up-to-date. If the Donor wishes to remain anonymous this field should read "anonymous". Click here for more information on making the donation anonymous.
   Sort Name	The sort name is suggested by Theatre Manager. It is initially based on the last name or company, depending on how the default donor name is selected and it may be changed. The sort name is used to position the donor's name in the program. For example, if the Program Name is 'Anonymous', the sort name could still be 'Smith'. This would cause the program to creating a listing for 'Anonymous' under S.
   Receipt Options	Choose how receipts should be issued.
   	Click here for details on the Notes tab.
   	Click here for details on the Pledge Schedule tab.
   	Click here for details on the Receipt tab.
   	Click here for details on the Soft Credit tab.
   	Click here for details on the Matching Gift tab.
   	Click here for details on the Transaction tab.

There are two ways to access the donation list window. The Donation Tab window will let you access other functions of the Donation Module. For instance you can Insert a New Donation from this window or you may access the Donation Detail window from here.

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

The Notes Tab allows you to select specific donors and event / plays and enter Notes about the selected donation.

Parts of the Notes Tab

This tab can be used to add Pledge Schedules and track all donation Contacts.

Parts of the Pledge Schedule / Contacts Tab

Tasks are part of the Facility Management module. If your organization has not purchased the Facility Management module, the Tasks feature in Donation Management will be limited.

Calendars show tasks to be done in a variety of formats. Gantt charts (part of Projects) show tasks associated with each other and the relationships between the various pieces. Invoices use tasks and the associated people and resources as line items in an invoice to bill clients.

You can associate tasks with any number of people who are responsible for making sure the task gets completed. Tasks can be reminders to yourself about upcoming deadlines. Tasks can be used to schedule your time. Tasks can have physical resources assigned to them that may be billed or not.

Notifications or reminders can be set up for tasks so you don't miss a meeting or appointment.

To learn more about tasks and how to add them click here.

Parts of the Tasks tab

In this window, you can Add, Edit and Delete donation reciept information.

Parts of the Receipt Tab

A Soft Credit is used to attach a patron other then the donor to the donation. The purpose is to recognize a patron for the value of the contributions they helped raise.

Parts of the Soft Credit Tab

For details on inserting matching gifts click here.

Parts of Matching Gift Tab

Parts of the Transactions Tab