Features Overview

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.

Detail Window

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.

List Window

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.

   

Order #	Unique number assigned to the order for tracking within Theatre Manager.
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.
Use	The type of donation received.
Campaign	Campaign the donation was assigned to.
Fiscal Year	The financial year the donation was made within.
Donation Date	Date the donation was recorded in Theatre Manager for.
Pledge	The amount the donation was originally entered as.
Actual	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.
Donation Balance	The unpaid difference between the Donation and the Total Payment
Donation Amount of Receipt	The amount of the donation that receipts have been issued for.
	Inserts a new donation. For more information on inserting donations click here.
	Opens the selected donation for editing. For more information on editing donations click here.
	Deletes a donation when the tax receipt and prior payments have been removed. For more information on deleting donations click here.
	Opens the donation payment window. For more information on making payments Click here.
	Prints the donation on a ticket if a default ticket face has been associated with the donation. For information on setting up donation campaigns click here.

Note 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

Donor # 1 (pop-up)	A customizable pop-up field edited through the code tables
Donor # 2 (pop-up)	A customizable pop-up field edited through the code tables
Donor # 3 (pop-up)	A customizable pop-up field edited through the code tables
Donor # 4 (char)	A customizable character field
Play	Allows you to attach a play to this donation. Use the Event / Play Lookup button to choose from a list of events / plays.
Donation Notes	Any addition notes to be added to the donation. If the donation was a matching gift notes to that affect will be automatically placed here.

Pledge Schedule & Contacts Tab

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

Parts of the Pledge Schedule / Contacts Tab

Status	Pictorial progress of the letter, pledge or email.
Seq #	Sequence number of the letter, pledge or email.
Status	Verbal progress of the letter, pledge or email.
Type	Type of contact detail.
Priority	Rating of priority.
Requested By	Employee who added the letter, pledge or email.
Notes	Name of the letter or email.
Records/File Connected to Correspondence	Details of the attached letter, pledge or email.
Date Begin	Date the correspondence is set to begin.
	Adds a scheduled pledge reminded to the donation. For more information on scheduled pledges click here.
	Opens the selected letter, pledge or email.
	Deletes the selected letter, pledge or email.
	Adds a new letter or email to the donation.
	Opens the document that corresponds to the selected pledge, letter or email.
	Prints the selected letter.

Tasks 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

Receipt Tab

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

Parts of the Receipt Tab

Receipt Date	The Date the Receipt was created i.e. The day the payment was received.
Description	Type of payment received.
Receipt Amount	Amount the receipt was issued for.
Receipt #	The number of the receipt. This number is setup in Company Preferences under the Donation Receipts tab.
Receipt Printed Date	Date the receipt was printed.
Receipt Print Count	Number of times the receipt has been printed.
	Opens the Edit Manual Receipt detail window.
	Deletes the selected receipt. If after the receipt is deleted the total donation is greater than the receipted amount Theatre Manager will rebuild the order and recreate the receipts.
	Adds a form letter to the selected payment.
	Prints a ticket receipt for the selected payment.

Soft Credit 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

Patron #	Reference number for the patron associated by the soft credit.
Patron Name	First and last name of the patron .
Donation Amount	Amount of the donation the patron is to be recognized for.
Program Year	The year in which the patron should be recognized in publications
Campaign	Campaign the donation was contributed to.
First Name	First name of the patron.
Last Name	Last name of the patron.
Company	Company the patron works for.
	Inserts a new soft credit. For more information on creating soft credits click here.
	Opens the selected soft credit for editing.
	Deletes the selected soft credit.

Matching Gift Tab

For details on inserting matching gifts click here.

Parts of Matching Gift Tab

Patron	Patron number for the matching gift patron.
Amount	Value of the donation the matching gift patron will make.
Order #	The order number in the matching gift patrons file.
Giving Ratio	The percentage the matching gift patron is donation in relation to the original donation
	Opens the patron record for the matching gift patron.

Transaction Tab

Parts of the Transactions Tab

Seq #	The transaction reference number.
Trans Date	Date the transaction took place.
Journal No	Journal Entry reference number.
Code	Theatre Manager reference code used to determine the type of transaction.
Transaction Desc	Brief description of what the transaction was.
Order #	Reference number used to tract the components of the order.
Play Code	Play code reference the donation is associated with.
Performance Code	Performance code reference the donation is associated with.
	Opens the selected transaction displaying the transaction details window.

Campaign Setup

The Donation module in Theatre Manager is used for recording and managing individual and corporate donations. In order to begin recording donations you must first establish a General Ledger Account, Donation Giving Levels and Donation Campaigns.

Creating A Donation Campaign

You can download the Cheatsheets (1-2 pages) and Screencasts (online video demonstrations of the functions with narration) by clicking on the icons.

A Donation Campaign categorizes how and why a donation is received by your organization. For example: Donors who give at an Individual Giving Level may give Annually, to a Special Benefit or to convert an unused ticket into a donation. Each of which represents a type of a Donation Campaign within the Individual Giving Levels.

1. Open the Donation Campaign window.

   Click Here to learn how to access this window.

   

   Click here for a detailed description of this window.

2. Click the New button.

   This will open the Campaign Detail window.

   

   Click here for a detailed description of this window.

3. Enter the name of the campaign.
4. Enter the time period of the campaign.
5. Enter the solicitor for this campaign.

   This field is defaulted to the current user. The Employee Lookup button can be used to display a list of all current Employees.

6. Select a ticket face.

   This prints an extra ticket for a donation and can only be used by thermal printers.

7. Select the Notification type.

   This will send an email to whomever has been setup to receive emails based on type of notification. To setup a Notification click here.

8. Click the Accounting tab.

   

9. Enter in the Accounting information for this campaign.

   Different G/L Accounts can be selected for prior fiscal years, current fiscal year, and future fiscal years. For more information on creating G/L accounts click here.

10. Select the Edits tab.

    

11. Select the giving level matrix to use for the campaign.

    Click here to learn how to setup giving levels.

12. Select the access to be given to the campaign.
13. Determine if a receipts should be printed for this campaign.
14. Select the edit controls on the benefit amount.
15. Click the Statistics tab.

    

16. Enter the target amount for the campaign.
17. Click the Save button.
18. Close the Campaign Detail window.

    The campaign will be saved and displayed on the Donation Campaign window.

Setting Up Stock Gifts / Donations

We have a number of sites that receive stock donations. The general practice, is to value the stock at time of gift. This is the valuation for the tax receipt the donor receives.

The theatre can keep the stock (perhaps for an endowment investment) or turn it over to a broker to sell it under the direction of the theatre.

The donation value is most often recognized at the time of the gift. The amount actually received can be more or less than that valuation.

To handle this, yopu create a payment method called 'stock gain/loss' to be written off to a special account. You create this new payment method in code tables. For more information on code tables, click here.

For future reference, in the donations notes field, you can include the information regarding amount of shares, at what price, and when you sold them in the donation notes field.

Should you create the GL account as an expense account or revenue account?

The required GL Accounts are:

• Stock (Asset) - only if you keep Stock in the current form as Stock to be sold at a later date
• Stock Gain/Loss (Revenue GL Account)

The account numbers and actual type are defined by your accountant.

Any brokerage fees (hopefully you have a generous broker who does not keep the fees) are treated the same way as a Gain/Loss on the sale of the stock.





Examples

Example A:

Receive $1,000 Stock and keep it as stock

Donation $1,000

Payment Method = Stock $1,000 (goes into the GL as a debit/asset)

Tax Receipt = $1,000

Sell the Stock ($1,000) that was initially entered as Payment Method Stock for a surrender value of $1,200

Payment Method = Stock -$1,000 (to remove the initial stock asset)

Payment Method = Cash $1,200

Payment Method = Stock Gain/Loss -$200 (goes into the GL as a credit/gain)

Tax Receipt - none at this point because it was already issued during initial receipt of stock.

OR Sell the Stock ($1,000) that was initially entered as Payment Method Stock for a surrender value of $900

Payment Method = Stock -$1,000 (to remove the initial stock asset)

Payment Method = Cash $900

Payment Method = Stock Gain/Loss $100 (goes into the GL as a debit/loss)

Tax Receipt - none at this point because it was already issued during initial receipt of stock.

Example B:

Receive $1,000 Stock, Convert it to Cash for $1,010

Donation $1,000

Payment Method = Cash $1,010

Payment Method = Stock Gain/Loss -$10 (goes into the GL as a credit/gain)

Tax Receipt = $1,000

Example C:

Receive $1,000 Stock, Convert it to Cash for $990

Donation $1,000

Payment Method = Cash $990

Payment Method = Stock Gain/Loss $10 (goes into the GL as a debit/loss)

Tax Receipt $1,000

Inserting a Donation

It is important to recognize that donations can be entered from more then one place in Theatre Manager. You can enter a donation from the donation tab or from the orders window while a patron is purchasing tickets.

Open the Patron Record.

For details on locating a Patron Record click here.

1. Click the Donation tab.

   

2. Click the New button. The Donation Detail window opens.

Alternatively

To add a Donation to an existing order, or while creating an order, you would:

1. In the Orders window, click the Donations button.
2. Cilck the New icon in the Order>Donations ribbon bar. The Donation Detail window opens.



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	Check the Commission Paid box to indicate if a commission was paid to a third party to procure this gift. Theatre Manager will enter the date that the commission was paid.
Non-Receipt Benefit	The amount deducted from the donation receipt to cover taxable benefits received by making the donation such as a dinner or a show. You will not be able to enter a receiptable benefit unless you have set it up in the donation campaign setup. You may also have to indicate standard benefit amounts at each donation range in the giving level matrix.
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.

3. Enter the Donation Details.
4. Click the Payment button.

   

5. Pay for the donation.

   Click Payment for additional information.

Entering a Donation From the Orders Window

This is a very useful function of Theatre Manager.

Imagine you have sold tickets or a membership to a patron. They decide while they are paying for the tickets, they would like to make a donation to the company. This is no problem, all you need do is click on the donation button on the payment window and you can start entering the donation.

A patron may also come to you and tell you that they cannot attend the upcoming event / play and therefore they would like you to refund the tickets and keep the money as a donation. Click Here for an explanation of how to turn a refunded ticket into a donation.

1. In the Order window click the Donation button.

   The Order window can be accessed by purchasing ticket, a membership or by simply adding a payment to an existing order.

   

2. Click the New button.
3. Enter the Donation Details.
4. Click the Save button.
5. Close the Donation Detail window.

   

6. Click the Payments button.
7. Pay for the donation.

   Click Payment for additional information.

Converting Refunded Tickets to Donations

A patron may come to you and tell you that they cannot attend an upcoming event / play and therefore they would like you to refund their tickets, but they also tell you that they would like the company to keep the money as a donation.

To convert a refunded tick to a donation, you would perform the following steps:

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Select the ticket(s) to be refunded.

   Only tickets within the same order can be refunded at the same time.

   

3. Click the Refund button.

   The Order window will open.

   

4. Click the Confirm button.

   This will release the seats to be refunded back to the Box Office. The order will now have an outstanding CREDIT balance.

5. Click the Donations button located in the left column of the window.
6. Click the New button in the top icon bar.

   The Donation Default Settings window will open.

   
7. Click the Yes button.

   A new Donation Detail window will open.

   

8. Enter the Donation information.

   Certain detail information will automatically be inserted by default i.e. Donation Amount and Date Donated. Click Donation Detail for more information on entering Donation information.

9. Click the Save button.  
10. Close the Donation window.

    The Order window will return. The balance in the lower left corner will be zero.

11. Close the Order window to complete the transaction.

    Theatre Manager will have refunded the tickets from the patrons account and converted the value of those tickets into a donation. The tickets will then be returned so they can be sold to other patrons.

Creating Anonymous Donations

Some patrons may want to make a donation, but remain anonymous. This can be done easily in Theatre Manager, by changing the Program Name for the donation. When you change this value, the donation will be stored under anonymous for the first letter of the patron's last name. That is, Tom Potimer's anonymous donation will be stored under P Anonymous.

To create an anonymous donation, use the following steps:

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

3. Click the New button.

   

4. Enter the Donation Details.
5. Change the Program Name to Anonymous.
6. Click the Payment button.

   

7. Pay for the donation.

   Click Payment for additional information.

How to Toggle Between Individual and Company Donations

You have discovered a donation and receipt for an individual should have been made in the individual's company name. In Theatre Manager, you can easily change from individual to their company. Conversely, you can change from corporate to individual.

To toggle between corporate and individual donations, you perform the following steps:

1. First, open the donation.
   
   Click here for more information on how to open the donation.
2. Click the Receipt tab.
3. Double-click on the receipt to apply the changes to.
   The receipt detail window opens.
   
4. Click in the Receipt # box and delete the number.
   The date will automatically clear from the Date/Time Printed field.
   
5. Click the Save button.
   Repeat Steps 3 - 5 for every receipt listed for the donation (if there is more than one).
6. Close the receipt detail window.
   
7. Click the Toggle button to change who the donation and receipt is applied to.
   The toggle button shows as if you are switching from an individual donation, to a company donation. The toggle button shows as if you are switching from a company donation, to an individual donation. When you click the toggle button the Tax Receipt Name, Program Name and Sort Name fields will switch to the company/individual name.

Setting or Changing the Donation Program Name

If you wish to change the program name (the donor's name as they wish it to appear in the program listing) for a donation it can be done while you are entering the donation. If after the donation has been processed and the patron name on the donation needs to be changed:

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

3. Select the Donation to change and click the Open button.

   

4. Edit the Program Name as needed.
5. Click the Save button.
6. Close the Donation Detail window.

   The Donation will now be seen under the new name in the Program Name column of the Donation tab.

Pledge Schedule

A Pledge Schedule allows you to assign pledge reminder letters to a donation, so that at a certain time (weekly, monthly, quarterly, etc.) you can print letters reminding donors that their payments are due.

______________________________________________________________________________

Cheat Sheet

Screencast

______________________________________________________________________________

1. Open the Pledge Schedule/Contacts tab in the Donation Detail window.

   Click here to learn more about adding pledges.

   

2. Click the Add Pledge button.

   The Donation Pledge Reminder Setup window will open.

   

   Correspondence Letter	Select a letter to be sent as the reminder.
   Send Reminder as	Choose to send pledge reminders as a letter or an email.
   Date First Pledge Due	Date the first reminder will be sent.
   Total To Schedule	Amount added to the pledge schedule at this time.
   # New Reminders	Number of pledge reminders to be added to the donation.
   Send Reminder	Number of days ahead of the pledge due date the letter should be sent out.
   Pledge Frequency	Amount of time reminders are to be spread out over.

3. Click the Letter Search button.

   The Form Letter Selection window will open.

   
4. Select a Form Letter.

   Single click on a letter to select it.

5. Click the Select button.
6. Alter the remaining values as required.

   

7. Click the Add button.

   

Pledged Donations

A pledged donation is when a patron says they are going to give the company X number of dollars over a period of time. A patron may pledge $600, pay $50 immediately and say they will pay $50 a month so there total for the year is $600. Also they may pledge $600 and ask you to post date the payments to be made once a month on there credit card or postdated cheques. Theatre Manager deals with these types of donations within the Donation Detail window which is opened when a new donation is being made or edited.

_______________________________________________________________________

• Cheatsheets (1-2 pages) and
• Screencasts (online video demonstrations of the functions with narration)
Cheat Sheet
Screencast

_______________________________________________________________________

Pledges without Postdated Payments

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

3. Click the New button.

   

4. Enter the Donation Details.
5. Click the Pledge Schedule/Contacts tab.

   

6. Click the Add Pledge button.

   The Donation Pledge Reminder Setup window will open.

   

   Correspondence Letter	Select a letter to be sent as the reminder.
   Send Reminder as	Choose to send pledge reminders as a letter or an email.
   Date First Pledge Due	Date the first reminder will be sent.
   Total To Schedule	Amount added to the pledge schedule at this time.
   # New Reminders	Number of pledge reminders to be added to the donation.
   Send Reminder	Number of days ahead of the pledge due date the letter should be sent out.
   Pledge Frequency	Amount of time reminders are to be spread out over.

7. Click the Letter Search button.

   The Form Letter Selection window will open.

   
8. Select a Form Letter.

   Single click on a letter to select it.

9. Click the Select button.
10. Alter the remaining values as required.

    

11. Click the Add button.

    

12. Click the Payment button.

    

13. Change the Payment Amount to reflect the amount the patron will pay at the time the donation is created.
14. Click the Accept Payment button.
15. Place the remaining amount of the pledge On Account.

    As they pay more of there pledged amount additional payments will be made to the order. For more information on adding payments to an order click here.

Pledges with Postdated Payments

Another method to deal with the Pledged amount is to use the Create Post Dated tab on the Payment for Order window. Under this tab you can setup a schedule of payments for the pledge.

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

3. Click the New button.

   

4. Enter the Donation Details.
5. Click the Pledge Schedule/Contacts tab.

   

6. Click the Add Pledge button.

   The Donation Pledge Reminder Setup window will open.

   

7. Click the Letter Search button.

   The Form Letter Selection window will open.

   
8. Select a Form Letter.

   Single click on a letter to select it.

9. Click the Select button.
10. Alter the remaining values as required.

    

11. Click the Add button.

    

12. Click the Payment button.

    

13. Click the Create Post Dated tab.
14. Enter the Post Dated Payment details.

    For more information on entering post dated payments click here.

    

15. Click the Create Post Dated button.
16. Close the Payment for Order window.

    Theatre Manager creates the payments for the allotted time period. When viewing the Donation in the Donation tab the Donation Amount Due is blank. The balance is $0.00 because the payments have been guaranteed through the creation of the Post Dated Payments. Theatre Manger will show the posted dated payments in the end of day wizard when they are to be deposited.

Soft Credits

Screencast draft

__________________________________________________________________

A soft credit is recognition given to someone who 'encouraged' the original hard donation. For example: If I give $500, you can assign a soft credit in any of the following manners:

• Assign $500 to person A
• Split it between person A and B
• Allocate most to person A, some to person B and C
• Allocate $500, to person A, B and D and only $150 to person G.

Soft Credits are very flexible.

If the original gift includes a matching gift, you can decide for each person, if their soft credit should also include the matching gift. For example:

• I give $500
• my company matches $350.
• You can assign a soft credit of $500 or $850 (if you wish).

If you don't like the original allocation of the soft credits, you can edit them later and you can change the allocation at any time.

In this version of Theatre Manager, the allocation process is manual.

When producing the program listing, Theatre Manager lets you determine if you want to include soft credits in the summary, just like you can optionally include matching gifts.

Theatre Manager keeps totals for current soft credits, prior year soft credits, and total soft credits - just like it does for actual donations. This means you can find people who had soft credits last year but not this, etc.

Almost all the donation reports have the ability to show soft credit data.

1. Click the New button.

   Alter the values as required.

Patron #	This is the Patron account that you wish to add a soft credit for. You can use the button to access the list of records to find the patron.
Soft Credit	This is the amount of the soft credit that you wish to add. This assigns a giving level to the credit.
Campaign	This allows you to set the soft credit for a different campaign than the original donation. This allows you to have a corporate donation, but the person who solicited the donation will be getting the soft credits, which can appear on an individual campaign
Program Year	Allows you to determine which program year this soft credit will apply to. This is the year that this soft credit will appear in the Program Insert.
Fiscal Year	Allows you to determine which program year this soft credit will apply to. This is the year that this soft credit will appear in the Program Insert.
Include matching gift amount...	This allows you to determine whether or not to include the matching gift amount when determining program list recognition.

2. Click the Save button.

   

Matching Gift

	Cheatsheet
	Matching Gifts Part 1 - Setting up the Gifter Screencast
	Matching Gifts Part 2 - Adding Gift to a Donation & Running a Report Screencast

A Matching Gift is a donation from another patron as a result of the current donation being entered. Example: as a result of Blaine Abel's donation, Jake Belleville would also like to donate by matching his gift. The amount of the matching gift can be less than, the same as, or more than the amount of the current patron's donation.

1. Open the Patron record for the patron who will be matching the gift.

   In the example about this would be Jake Belleville. For more information on finding a patron click here.

2. Click the Match tab.
3. Check the Matching Gift box and enter a Matching Gift Ratio.

   The Matching Gift Checkbox must be checked if this patron is to be used as a matching gift company.

   

   The Matching Gift Ratio can be altered at the time of the donation by editing the amount the matching gift patron will be donating.

   

   In addition, any minimums or maximums set by the Matching Gift company can be indicated here.

   

4. Click the Save button.
5. Open the Patron Record for the Patron making the Donation.

   In this example the patron would be Blaine Abel.

6. Click the Donation tab.
7. Click the New button.
8. Enter the Donation Campaign and Donation Amount.
9. Check the Matching Gift box.

   The Donation Matching Gift window will open.

   

10. Click the Patron Search icon next to the Patron # field.

    Search the contact list to locate the patron making the matching gift. In this example it would be Jake Belleville. For more information on using the Contact List click here.

11. Select the Patron who will be matching the donation.

    Single click on a patron to select them.

12. Click the Select button.
13. Enter the Amount of the matching gift.

    By default Theatre Manager assumes the matching gift to be the same as the donation. If the ratio has been modified under the donor tab of the matching gift patron that ratio is calculated and inserted in to the matching gift detail. The matching gift can be more or less than the amount of the current donation. Edit the Amount to change the giving ratio.

    

14. Click the Create button.

    Once the payment transaction has been completed the Donation Detail window will return and the Matching Gift tab will be displayed.

    

15. Click the Payment button.
16. Pay for the donation.

    Click Payment for additional information. Once a payment is received the Donation Detail window will reappear.

17. In the Matching Gift tab, click the Show Matching Gift Patron button.

    The Donation List Window for the matching gift patron will be opened

18. Select the Donation tab.
19. Select the Matching Gift donation.
20. Click the Open button.
21. Click the Payment button.

    Pay for the donation if all information is correct

When running these reports, on the Insert Summary tab click "Add matching gift amount to patron's recognition when calculating their giving level"

Modifying a Donation

You may wish to modify a donation for various reasons. To add notes, make payments on pledges ect. Modifying a donation is preformed quickly through the Donation Detail Window.

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

3. Select the Donation to edit.

   Single click on a donation to select it.

4. Click the Open button.

   

5. Change data as needed.

   If a receipt has been printed for the donation you will not be able to edit the Tax Receipt Name Field.

6. Click the Save button.

   The changes have now been made to the donation.

7. Close the detail window.

Gift In Kind

Gift in Kind is a donation of gift or services rather than money. For example: the donation of a computer or other office equipment, building materials and paint supplies for props, clothing for wardrobe or the donation of one's time. There is a perceived value for these goods and services which can be considered a donation and are subject to a receipt for tax purposes.

___________________________________________________________________

Screencast

___________________________________________________________________

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

3. Click the New button.

   

4. Select the Donation Campaign from the drop down.
5. Fill in the Donation Amount as the appraised amount of the gift.
6. Enter remaining information.
7. Click the Payment button.

   This will open the Order Payment window.

8. Select Gift in Kind from the Payment Method drop down menu.

   

9. Enter a description of the Gift In Kind, the Appraiser's Name and the Appraiser's Address for reference.

   This information may be required for auditing purposes.

10. Click the Accept Payment button.
11. Close the Donation Detail Window

    The gift in kind donation will now appear on the Donation List window. Details on the payment type can be seen under the Payment tab.

Splitting an Existing Donation and Payment Across Multiple Campaigns

1. Un-print the donation receipt if it has already been printed.
   For more information on un-printing donation receipts, click here.
2. Open the Patron Record.

   For details on locating a Patron Record click here.

3. Click the Order tab.
4. Select the Order containing the donation to be changed.


5. Click the Open button.
   The Order window opens.
   

6. Click the Donation button.
7. Highlight the donation to be removed.
   

8. Click the Delete button.
   The donation will now be deleted and removed from the list.
9. Click the New button.
   The Donation Detail window opens:
   

10. Enter the donation campaign.
11. Enter the price of the donation, adjusted to be split across multiple campaigns.
12. Click the Save button to save the donation.
13. Repeat Steps 9 to 12 as many times as needed to split the donation across multiple campaigns.
14. Close the window.
    The payment previously made will be split across all of the donations entered.

Deleting a Donation

Screencast draft

You use this function when a mistake has been made in entering a donation. Once a donation has been deleted it can be refunded or modified. If the donation deleted is accompanied by a matching gift the matching gift will not be deleted. If you require the matching gift to be deleted as well you must repeat the steps for that donation. Only donations which have not been deposited may be deleted.

Before you can delete a donation all printed tax receipts associated with the donation must be un-printed.

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

3. Select the donation to be refunded.

   Single click on the donation to select it.

4. Click the Open button.

   The Donation Detail window opens.

   

5. Click the Payment button.

   A Payment Warning appears, indicating there is no payment required for this order.

   

6. Click the Yes button.
7. Enter a negative payment for the value of the donation.

   You can use the Prior Payments tab to review how the original payment was made.

   

8. Click the Accept Payment button.

   A Payment Warning dialog opens, indicating the payment made does not complete the order.

   

9. Click the Yes button.

   The Process Another Payment window appears.

   

10. Click the No button.

    The Donation Detail window appears.

11. Click the Receipts tab.

    

12. Click the Open button.

    The Edit Manual Receipt Detail window opens.

    

13. Delete the Receipt #.
14. Close the Edit Manual Receipt Detail window.
15. Click the Delete button.

    The Delete A Record confirmation window appears.

    

16. Click the Delete button.

    The receipt is removed from the Donation Detail window.

17. Close the Donation Detail window.

    The Patron Record will display the Donation tab.

    

18. Click the Delete button.

    The Delete A Record confirmation window opens.

    

19. Click the Delete button.

    The Donation is now deleted from the Patron Record.

Deleting and Refunding Donations

For Quick Reference Information see the following on Deleting and Refunding a Donation.

Screencast

You use this function when a mistake has been made in entering a donation. Once the donation has been deleted, the payment for the donation can be refunded or modified. If the donation to be deleted is accompanied by a matching gift the matching gift will not be deleted. If a matching gift needs to be deleted, the same steps must be repeated for that donation in that patron's record.

Before you can delete a donation, all printed tax receipts associated with the donation must be un-printed.

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donations tab.

   

3. Choose the donation to be deleted.

   Single click on a donation to select it.

4. Click the Delete button.

   A warning dialogue box opens.

   

Any donations with receipts printed cannot be deleted until the receipt(s) for that donation are un-printed. Only users with proper security access can un-print receipts.

5. Click the Delete button.

   A note appears at the bottom of the Patron window. The donation has been deleted but not refunded.

   

6. Click the Orders tab.

   An outstanding receivables of $21.40 can be seen for Order # 117.

   

7. Select the order to be refunded or modified.
8. Click the Payment button.

   The Payment Order window for the selected Order opens.

   

9. Select the method in which the patron is to be refunded

   That is, Cash or Credit Card if the transaction has been processed. If the original purchase method is unknown, click the Prior Payments tab to view all previous payments to this order.

10. Click the Accept Payment button.

    The payment and donation have now been refunded.

Refunding a Donation

Screencast draft

There are three steps to take in order to refund a donation. The first is to refund the payment, second the tax receipt needs to be removed and finally the donation itself needs to be deleted.

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   

3. Select the donation to be refunded.

   Single click on the donation to select it.

4. Click the Open button.

   The Donation Detail window will open.

   

5. Click the Payment button.

   A Payment Warning will appear indicating there is no payment required for this order.

   

6. Click the Yes button.
7. Enter a negative payment for the value of the donation.

   Use the Prior Payments tab to review how the original payment was made.

   

8. Click the Accept Payment button.

   A Payment Warning will appear indicating the payment made does not complete the order.

   

9. Click the Yes button.

   The Process Another Payment window will appear.

   

10. Click the No button.

    The Donation Detail window will appear.

11. Click the Receipts tab.

    

12. Click the Open button.

    The Edit Manual Receipt Detail window will open.

    

13. Delete the Receipt #.
14. Close the Edit Manual Receipt Detail window.
15. Click the Delete button.

    The Delete A Record confirmation window will appear.

    

16. Click the Delete button.

    The receipt will be removed from the Donation Detail window.

17. Close the Donation Detail window.

    The Patron Record will appear displaying the Donation tab.

18. Click the Delete button.

    The Delete A Record confirmation window will appear.

    

19. Click the Delete button.

    The Donation is now deleted from the Patron Record.

Manually printing a Donation Receipt

This function is used when you are creating a manual receipt for a donation.

1. Enter and receive payment for the donation

   For further information on this topic refer to Inserting a Donation.

2. In the Donation Detail window, click the Receipt tab.

   

3. Select the receipt receiving a manual receipt.
4. Click the Open button.

   The Edit Manual Receipt window will open

   

   Theatre Manager will fill the date fields with the current date and will set the receipt number to the next number as set up in the Donation Receipts tab of Company Preferences. This can be changed to match the manual receipt if it has not been set up.

Printing Donation Receipts

Donation receipt can be printed from the Donation Detail window individually or on mass through Batch Functions.

The actual process of printing the receipts is quite similar between the three locations. The main difference is that the Donation Receipts in the Reports Window and the Donation Receipts in Batch Functions print all receipts that have the number Zero as the receipt number. Whereas the Receipts that print from Donation List Window are only printed for selected donations. Creating a manual receipt for a patron can be accomplished using the Recording a Manual Receipt. Many of the data defaults for receipt printing are defined in Default Data.

If you choose to print tax receipts from within Theatre Manager you may need to arrange for customized tax receipt paper. Theatre Manager prints the Recipients Name and Address, the name of the Organization issuing the receipt, the Date of the Donation, the Date of Receipt, the Donation Amount and the Donation Campaign. If Federal or State law requires your receipt to include your organizations address or a government website you may wish to include these on your preprinted tax receipt paper. Please ensure you are aware of all necessary requirements for your tax receipts prior to printing receipts in Theatre Manager.

Printing Receipts from Batch Functions

1. Open Setup >> Batch Functions.

   

2. Select Print Charitable Receipts for Donor.

   The Print Charitable Receipts for Donor Window opens.

   

3. Adjust the Next Receipt number if necessary.

   Next Receipt # defaults to the next receipt number that is set up in the Donation Receipts Tab of Company Preferences. You can set this number to any value you desire. If you override this value, it will not update the next available receipt number in Company Preferences.

4. Select the campaign you wish to print receipts for - if necessary.

   By default, this is set to All Campaigns. However, if you wish to only batch print receipts for a specific campaign, you may choose it here.

5. Select Name Between search parameters.

   Select the last name of the patron to search the data base. Left blank, Theatre Manager assumes all records.

6. Select the Fiscal Year (optional).

   Enter the fiscal year that you wish to print the Donation Receipts for.

7. Select your print options.

   Print Receipt number on Forms: Checking this box will print the receipt number on the receipt.

   Regular Name with Company: Checking this box will print either the Patron name if the donation is made by a Corporation and the patron record does NOT include a Company name, or the Company name and the patron name if the donation is made by a corporation and the patron record DOES contain a Company name.

   'Campaign:' prompt: Checking this box will print the prompt

8. Select the number of copies you wish to print..

   You may wish to print one for the donor and one for your files.

9. Include Receipt Comments.

   When printing donation receipts you have the option to include a personalized messaged from your organization / company to all of your receipt recipients. All you have to do is type a message into the Comments box and the message will print on the receipt.

10. Click the Next button.
11. Choose and Sort options..

    You may choose to sort the donation receipts by some other method than the default 'Last Name'.

12. Click the Next button.
13. Edit any of the default report titles or 'printed by' options. .
14. Click the Done button.

The receipts will now begin to print to the default printer. Clicking the Cancel button will cancel the receipt printing process.

Printing a Receipt from the Donation Detail Window

Use this method if the donation has multiple receipts, i.e. in a post dated donation, and you wish to print only selected receipts.

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   The Patrons Donation history will appear.

   
3. Select the donation needing a receipt printed.
4. click the Open button.

   The donation detail window will appear.

   

5. Click the Receipts tab.

   

6. Select the receipts to be printer.
7. Click the Receipt button.
8. Continue at Step 3 of Printing Receipts from Batch Functions.

Unprinting a Donation Receipt

If donation receipts have been printed by mistake or the wrong receipts have been printed, Theatre Manager will allow you to un-print those receipts. Theatre Manager will actually allow you to un-print any printed donation receipts, but it is recommended that receipts are only un-printed if necessary. If you need to reprint a donation receipt you must first un-print the receipt if it has already been printed then it can be printed again.

1. Click Setup >> Batch Functions.

   

2. Select Unprint Batch of Charitable Receipts.

   The Donation List window opens.

   

3. Enter the Range of Donations Receipt # to search for.

   Use the drop down list to select the Donation Receipt #. For more detailed information about this window click here.

4. Click the Search button.

   For the purpose of this example receipt numbers between 1000 and 3000 have been searched for. A list of donation receipts matching the criteria will be displayed in the list window.

   

5. Highlight the Receipts to Un-print

   Click on a receipt to highlight it. To select multiple receipts hold the Ctrl or Appel key while clicking each receipt.

6. Click the Un-Print button.

   The following dialogue box will display.

   

7. Click the Yes button.

   The Donation Receipts have now been un-printed. The Donation Receipt Number will reset to zero. The Receipt can now be reprinted if required using the steps in Printing a Donation Receipt.

Unprinting a Donation Receipt from the Donation List Window

This window opens when the "Un-print Batch of Charitable Receipts" batch function is selected. You can also search for a specific donation using the search function on the bottom of the window.

Parts of the Donation Receipt List Window

Search Function

You may search for donation receipts using a variety of fields. The search fields can be selected from the drop down list located in the upper left portion of the window.

Patron #	Use this search field to locate donation receipts for a range of, or a specific patron number.
Name/Company	Use this search field to locate donation receipts for a particular patron, or a range of patrons based on letters in their last name or company name.
Last Name	Use this search field to locate donation receipts for a particular patron, patrons with the same last name, or a range of patrons based on letters in their last name.
Company	Use this search field to locate donation receipts based on the company a patron works for.
Fiscal Year	Use this search field to locate donation receipts based on the fiscal year that the donation was received.
Donation Date	Use this search field to locate donation receipts based on the actual date that the donation was received.
Campaign Name (Internal)	Use this search field to locate donation receipts based on the internal name of the campaign type assigned to them.
Receipt #	Use this search field to locate donation receipts based on the receipt numbers that were assigned to them.
Receipt Printed	Use this search field to locate donation receipts based on the actual date that the donation receipts were printed.
From and To	Use these fields to enter in search parameters based upon the field you are using to search.
	This button will begin a search for donation receipts that match the specific search criteria set in the from and to fields.
	Opens the selected Donations Detail window.
	Unprints the receipt for the selected Donation.
	Exports the data from the Donation Receipt List out of Theatre Manager as a tab-delimited file to be used in other programs.
	Generates the Donation Receipts List as a report with the results of the searched for patrons found in the displayed list.