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.

Quick reference information - Donations Overview

Video

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.

Entering a donation this way, the donation will be entered under the same patron account that the tickets or membership are being entered for.

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.