Donation records enable the user to efficiently keep track of donors. A user could create a list of donors that donated a certain amount over a certain time, and then target those patrons again next year. A user may be able to find patterns in the donation habits of its patron’s. This will enable a venue to more accurately target its patrons for donations, and possibly help the venue bring in stronger donations.

1. Find Patron 36, Allison Midbow

   Enter a company name into Allison’s Company field.

2. Click the Donation Button on the Tool Bar

   The donor window opens.

   

3. Click the Insert Button on the Tool Bar

   The donation detail window appears. A donation record can now be entered for Allison Midbow.
   
   

   Note: When a donation is entered and if the patron has a company name in their company name field the following warning will appear. If there is no company name present the message will not appear.

   
   

   

4. Click the No Button

   Clicking the no button will set the Corporate Donation flag to no. If the patron record has a company name in its company field, then the Corporate Field can be edited at anytime to change the classification of the donation from no to yes. If the patron record has no company name then the corporate field cannot be edited.

   

5. Select the "Annual Individual" Campaign from the drop down window, then press <Tab>
   To change the campaign name click on the down arrow to open the drop down window then click on a campaign name. Click on "Goods in Kind". Pressing Tab takes you to the Solicitors Field.
   
   
   
6. Select the Solicitor from the drop down window, then press <Tab>
   To change the solicitor click on the down arrow to open the drop down window then select a solicitor for the employee list. Double Click on "Darwin Shaw". Pressing Tab takes you to the Pledge Amount Field.
   
7. Enter "500.00" in the Pledge Field and Press <Tab>

   The pledge is the total amount which the donor intends on donating. The pledge amount will automatically be copied to the Actual Amount. Pressing Tab takes you to the Actual Amount Field

8. Enter "500.00" in the Actual Amount Field and Press <Tab>

   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. Pressing Tab takes you the the Next Contact Field

9. Examine the Next Contact Date field

   Click the cursor into the next contact date. This field is used to keep track of your next contact with the donor. The default value is eleven months after the date donated. The value can be edited. Pressing Tab takes you to the Fiscal Year Field.
   

   Note: The next contact date is important for setting up yearly donors. Setting the next contact date to 11 months in the future gives the user a one month window to send out a donation request, do follow up work, and then bring in the donation, thus creating a yearly donor. If the user desires, the next contact date can be edited.

10. Examine the Fiscal Year Field.
    This field is used to keep track of the fiscal year each donation. The default value is the current year as set in default settings. This value may be edited.
    
11. Examine the Tax Receipt Name.
    This field is used to record the name of the Individual/Company to whom the tax receipt will be issued.
    
12. Examine the Program Name.
    This field is used to record the name the donor would like to have recognized on the program. Theater Manager generates a donor recognition report that ensures your donation list is complete and up-to-date. The report can be imported into your word processing application to save time.
    
13. Click the Payment Button.

    Add a payment to the donation. For details about making payments look to the section on Selling a Ticket. Once a payment has been made the donation is recorded and the process is complete.

    Note: The donation does not need to be paid for all at once, partial payments are accepted. This way donations can be paid for with installment plans. A donation may also be entered directly from the payment window while selling tickets. To do this click on the donation tab found in the payment window. When the donation tab opens, insert the donation as described above.

    Note: Once the donation has been filled in properly it should look like this. The next contact date is the only field that will appear different, as it is a date that is relative to the date donated.