• Insert a new donation (providing amount, campaign, tax receipt name, tax receipt option etc)
• Apply a payment
• (optionally) add a letter/email acknowledging the gift
• Print the tax receipt now (or later)

• Insert a new donation (providing amount, campaign, tax receipt name, selecting annual statement tax receipt option etc)
• Begin applying a payment and click on post dated tab
• Enter the post dated payments options which can be credit card, EFT or checks (if they give you all the checks in hand)
• Add a letter/email acknowledging the gift
• Print the tax receipt now, or later when each payment arrives, or once in an annual receipt at end of year.

• Insert a new donation (providing amount, campaign, tax receipt name, selecting annual statement tax receipt option etc)
• Click on the correspondence tab and setup up PLEDGE REMINDER letter/emails for the appropriate frequency
• Add a letter/email acknowledging the gift
• When each payment comes in, look up the donation it is for and apply the payment.
• Print the tax receipt when each payment arrives, or once in an annual receipt at end of year.
• Use the report Patrons Behind in Pledge Payments to manage who has received a reminder and hasn't sent in their payment

• Enter a donation like the simple donation with one payment. In general, select Annual Statement receipt for the ta receipt type
• When done, create a recurring donation from the individual donation and
  • set a frequency of occurrence (eg, weekly, monthly ,quarterly, etc.)
  • pick a payment method that is a credit card, EFT, or On account (meaning you will call them)
  • Post dated payments and pledge payments are not appropriate for recurring donations
• Run you end of day each day. On the appropriate date, a new donation and payment will be created.
• If it is credit card, you will authorize it. if it is EFT, you will generate an EFT file

• Has a benefit amount assigned to the giving level (since each giving level could have a different benefit like 2 tickets, 4 tickets and a mug, etc.
• You can allow the benefit amount to be optional, meaning that the patron does not have to take the benefit
• Enter the donation
• Optionally, modify the benefit amount
• Follow any of the previous examples for post dated, pledge, or single payment.

Donations with a benefit will show that on the tax receipts for IRS or CRA purposes, while allowing the donation to be recognized within the venue at full value. The tax receipt will effectively indicate: Thanks for your donation of $xxx.xx of which $y.yy is a non receipt-able benefit.

It is most often used for special events with dinners, or where there are material benefits conferred or costs incurred by the venue as part of receiving the donation.

• (Optional) Enter the donations as a prospect when you start applying or it
• Create a task for the donation and on the 'documents' tab of the task, drag in any PDF's spreadsheets, word documents, etc that are pertinent to the application process. This saves them in the database permanently and make a great reference for the following year.
• When the grant is approved:
  • Change the donations amount to the amount actually approved by the granting agency or foundation.
  • Change the donation from a prospect to a regular gift
• Apply payments when they come in - which is often first payment, middle payment and final payment.
• If there are interim reports, save those as a PDF and add them to the task as well

In some locations, funds MUST be placed into a separate account (eg gaming revenue). These are handled as follows

• Set up a campaign that uses a restricted account.
• Enter the donation as normal
• Take Payments as normal. These can be one time payments, post dated, EFT, pledges, etc as described above
• When end of day is done, Theatre Manager will create clearing entries telling you to move funds from your operating account to the appropriate restricted bank account. Use your online banking portal to move the appropriate amount

• Enter a donation to the one campaign along with the amount
• Use the duplciate button to create an new donation in the same order. it will be created as a prospect
  • Change the campaign that is donation is to go to
  • Change the amount, if the allocation is not equal
  • Change the donation from a prospect to a gift to make it real -or-
  • Delete it if you do not want it.
• Proceed and pay for it as you would any other donations.

• Enter a donation as a prospect

• Enter a donation as a prospect

• Create a specific performance for the buy a seat campaign.
• Create two prices: One for the box office of $0.00 and one for online at the donation for the seat of $xxx.xx
• At the box office:
  • Sell the required number of seats to this performance at $0.00
  • Add a donation, set the amount and assign to the buy a seat campaign
  • enter any custom inscription notes into the donation note field
  • Take your payment (check, card, EFT or post dated payments)
  • Print receipts as required (annually, or per payment)
• For online sales:
  • People buy online to get the seat they want to sponsor, pay the appropriate price and checkout.
  • Later, go to the attendance tab in the event window
  • Select the number of tickets sold online - they will have the sponsorship price associated with it, instead of $0.00
  • Right click and change the price on the tickets to zero
  • add a donation to the order equivalent to the former ticket price
  • Print receipts as required (annually, or per payment)

• A seat map showing the seats that patrons sponsored which you can refer to later on
• A campaign with the total of the seat sold
• The ability to export the engraving notes from the donations

Program Year

• The gift type - which is a popup in front of the gift amount
• The gift amount

This amount is normally set 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.

However, the choice in the popup affects whether the GL is informed about the gift. There are generally 4 choices when entering a new gift:

• Prospect - Is used to indicate a possible future donation. These are part of the prospecting portion of Theatre Manager so that you can track a list of 'prospects' and manage them to completion through a moves management process. Pledge amounts are NOT sent to the GL until converted to a hard pledge or donation (gift).
• Soft Pledge - a soft pledge is like a prospect. It is intended to be used for prospects that have indicated intent to give, but have not signed any paperwork. Soft pledges are also not sent to the GL.
• Hard Pledge - are a way to classify donations where the donor has signed a pledge card and needs to be sent reminders to donate. Because there is a signed pledge card, these are sent to the GL as per IRS/CRA reporting requirements.
• Donation (gift) - are intended to be used for regular donations, gift in kinds, grants and most donations where you get the check along with the donation or are reasonably assured you will receive the donation. These donations are also sent to the GL.

• fiscal year setting in the campaign setup -or-
• if that is not set, then it is selected from the current fiscal year in company preferences Accounting tab

The allows your FISCAL YEAR to track IRS and CRA reporting/accounting requirements while program year can track your own reporting requirements

It defaults to:

• program year setting in the campaign setup -or-
• if that is not set, then it is made the same as the current fiscal year

Please refer to Tax Receipt Name Considerations when entering this field - there are some legal implications.

If any of the customized fields are made mandatory, you will need to edit the TMdonation.html web page in order to successfully accept donations online.

Quick reference information for Setting up the Gifter