For more information on the features of the donation module, you may wish to refer to a number of cheatsheet and videos or the sample data entry scenarios.

The Development/ Fundraising/ Donation module of Theatre Manager has long been a major portion of the system with a long list of extensive features such as:

• Prospect tracking, including all correspondence and meetings as part of the CRM
• 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 creation of Recurring Donations for a donors either in the box office or via online web sales.
• 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.
• Direct access to DonorSearch Analytics to immediately access the important and critical information on your existing and potential donors.
• 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.

For more information on the features of the donation module, you may wish to refer to a number of cheatsheet and videos.

What are some sample Donation Scenarios?

Single donation PAID at time of entry with one payment	A single donation is one that is entered, paid for and receipted at one time. You would: 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)
Single donation with PAID with multiple post dated payments	A single donation is one that is entered, with a payment plan for and receipted later. You would: 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.
Single donation where patron PLEDGED to send checks in later on	A single donation is one that is entered but there is no payment plan. The customer would be sending the checks later in response to as reminder to pay an instalment. You would: 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
Recurring Donation that repeats forever	A donation that repeats forever needs to be entered once and then set up to recur. The next donation is automatically generated on the appropriate date. Any existing donation can be turned into recurring. The suggested steps are: 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
Donation with a non receiptable benefit amount	A donation with a benefit amount is entered and paid for like any other donation. The only difference is that the campaign allocated to the donation 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.
Prospects, Grants and Foundations	A government grant or foundation gift is the same as a single donation. Simply enter it. You may want to do the following: (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
Restricted Donations, Capital Campaigns and Gaming Revenue	Generally, restricted donations are those that can only be used for a specific purpose or are required to be put into a separate bank account (or tracked appropriately in the GL). 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
Gifts to multiple campaigns	Some donations are split amongst two or more campaigns. To do this: 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. Alternatively, if you don't want the donations in the same order, just enter a second one and pay each of them separately.
Gifts to multiple years	Some donations are pledged and split amongst multiple years for ongoing large donations. Eg, a patron might pledge $3000 a year to the virtuoso fund for a 5 year period. If you want the recognition for the total amount of $15,000 for all 5 years, you would handle this as follows: Enter a donation as a prospect
Pledges Over Multiple Years	Scenario: a patron that would like to give a total of $10,000.00 over 5 years ($2,000.00 each year). We don't want to record the $10,000 pledge upfront into our General Ledger, creating a large Accounts Payable entry. However we would like to keep track of the total amount and the progress of the $10,000.00 as it decreases with future payments. What is the best practice in this scenario? Enter a donation as a prospect
Buy a Seat	If you are doing a seat naming campaign, the best way to handle it is: 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) At the end of the 'buy a seat' sale, you now have: 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

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.

   

Parts of 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.

• When Inserting Donations the Donation Detail Window is accessed through the donation module or the order window.
• To access a Patron's Donation Detail Window after the donation has been inserted, you can open the patron's Donation tab and the previous donation from there. Double click on any donation line and the Donation Detail Window will appear.

To access the Donation Detail window, you perform 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.

   

Parts of the Detail Window

	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)	There are two parts to the actual donation amount: The gift type - which is a popup in front of the gift amount The gift amount Click in to the amount field and type in the donation 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.
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.
Access	You can specify the groups of people who can access this donation if you wish to put some sort of restrictions on the record.
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.
Fiscal Year	The Fiscal Year defaults from the 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
Program Year	The Program Year generally tracks the fiscal year - meaning it is the same. However, you can make the program year an arbitrary year in the future or in the past -- so that you can track totals differently than fiscal year. Changing program year has no effect on financial data. It can be used as selection criteria for creating the program listing. 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
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. Please refer to Tax Receipt Name Considerations when entering this field - there are some legal implications.
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 and when receipts should be Printed. The options are described on this web page.
	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.

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. This pop-up can be made a mandatory field in Company Preferences.
Donor #2 (pop-up)	A customizable pop-up field edited through the code tables. This pop-up can be made a mandatory field in Company Preferences.
Donor #3 (pop-up)	A customizable pop-up field edited through the code tables. This pop-up can be made a mandatory field in Company Preferences.
Donor #4 (char)	A customizable character field. This field can be made a mandatory in Company Preferences.
Donor #5 (flag)	A customizable Check Box.
Donor #6 (flag)	A customizable Check Box.
Donor #7 (flag)	A customizable Check Box.
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 effect will be automatically placed here.

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.

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

Please refer to receipt options to see how your choices of when and how receipts should be printed for the donation by Theatre Manager.

Parts of the Receipt Tab

Receipt Date	The Date the Receipt was created i.e. The day the payment was received.
Description	Method 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.

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.
Soft Credit	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 Name	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.

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's donation is in relation to the original donation
	Opens the patron record for the matching gift patron.

Quick reference Information for Matching Gifts

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.

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.

• 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.

Example A:

Receive $1,000 Stock and keep it as stock

Donation $1,000

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

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

Example B:

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

Donation $1,000

Example C:

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

Donation $1,000

Tax Receipt $1,000

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. Click the New button in the Order >> Donations toolbar / 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 that donation was made. If the donation date differs from the default computer date, you can back date the donation by up to 3 months into a prior calendar year for tax purposes. Donations always appear on tax receipts according to the year on the donation date. Note that Revenue Canada has stated: that the donation date and date entered into the system must both be displayed on a receipt if they are different to deal with year end issues and checks entered after actual year end but which are for the prior year. There are also severe penalties for issuing false receipts so we err on the side of caution..
   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. Depending on the selection in the popup to the left, this sets up an as 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. In the popup to the left of the amount, the typical choices are listed below. The affect how money is reported to finance to create a receivable. Categories that do not report to finance Prospect - Indicates that the donation is not real and will not be reported to finance. Use this designation to track key major donations, bequests, likely grants, or other possible funding sources. Amounts can be raised or lowered without affecting financial reports Soft Pledge - Similar to prospect. The intention of this category is to indicate that you have verbal (but not written) commitment for a large donation. Categories that cause G/L entries to be created hard pledge - When you receive any signed paperwork for a pledge that is considered legally binding, use this option. Generally it means people are paying over time. on the odd occasion, you may need to switch a Prospect or Soft Pledge (not reported to finance) over to a Hard Pledge or Donation when all the hard work has been completed and a prospective donation becomes reality. Donation (gift) - Generally used for most donations where a check arrives or when advised that a grant proposal has been accepted and money is on the way. Donation Refund for Ticket - an option to delineate when refunding tickets and the donation was for the refunded ticket.
   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. There are a number of rules for USA 503c registered charities that may affect the amount entered.
   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. While you can put anything into the tax receipt name, there are some legal implications. Please refer to this page on the true donor as explained in a Government Of Canada document. If you cannot ascertain the true donor with certainty, you'll need to ask them for any correction. If you still cannot, then you should mark their donation receipt option as No Receipt Required so that the system will not print one.
   Program Name	This field is used to record how the patron would like to be recognized on your program listings. The default name is populated into the program recognition field in the order that follows: If there is a default donor publication name in the donor tab of the patron window, this will ALWAYS be used as the default publication name. If there is 'COMPANY' name in the patron record, then the donation will be set to corporate and the company name will populate in this field. You can easily change it by clicking on individual to set the patron's name in the field If the above two options do not apply, then the default is the patron's name, in the format specified in the company preferences You can then Change the recognition name manually For example: if the Donor wishes to remain anonymous this field should read "anonymous". Click here for more information on making the donation anonymous. Or if the name is 'in memoriam' or 'in honor of', then simply change the program name to state 'In Memory of .....' Theatre Manager can generate a donor program recognition report that would be your up-to-date data for creating a program listing
   Sort Name	The sort name is suggested by Theatre Manager and is used to DETERMINE THE SORT ORDER of patrons (within a giving level) on the donor program insert reports. 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. In order to maintain a reasonable alphabetic sort order, the sort name starts out with either: For individual donations: the first 7 characters of the last name (padded with ! if need be) the first 7 characters of the first name (padded with ! if need be) The first character of the middle name (or a single ! if no middle name) -OR- the company name without spaces (for corporate donations) The sort name is designed so that you can alter the natural sort order of patrons. For example:: Anonymous typically falls under 'A', but you can force it to appear where the patron's last name would fall, or change sort name to ZZZZ to make it fall at the end In Memory of Spot the Family Dog can be made to fall under Spot if you make the sort name Spot or under Family if you make the sort name Family Normally, you would not change the sort name, this just gives some extra capability for extraordinary situations like 'In Memoriam' or 'Anonymous' or 'on behalf of' gifts.
   Tax Receipt Options	There are a number of options for printing tax receipts, some of which Theatre Manager will handle for you. Please refer to the explanation on what each receipt option means and how the system processes them. Please read very carefully about Revenue Canada's Policies on issuing tax receipts.. Improper receipting can result in heavy fines.

3. Enter the Donation Details.
4. Proceed to the tab if required.
5. Click the Payment button.

   

6. Pay for the donation.

   Click Payment for additional information.

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.

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.

You have discovered a donation and receipt for an individual should have been made in the individual's company name. In Theatre Manager, if the donation is not printed (or you unprint it), you can easily change from:

• an individual to their company
• the corporation to the individual, -or-
• one individual name to another in the household

Please be aware of Revenue Canada's Policy Commentary CPC-010 for legal interpretations regarding the donor name in Canada.

For quick reference information, see the following information on Toggling Between Individual and Corporate Donations.

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

1. 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. Tax Receipt Type: Click the button to change who the donation and receipt is applied to.

   Click Corporate if you are switching from an individual donation to a company donation.

   Click Individual if you are switching from a company donation, to an individual donation.

   When you click the appropriate tax receipt type, the Tax Receipt Name, Program Name and Sort Name fields will switch to the company/individual 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.

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.

To set up a pledge schedule, you perform the following steps:

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 opens.

   

   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.

   

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.

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 opens.

   

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.

A soft credit is a way to give recognition to someone who 'encouraged' the original hard donation without entering a real donation.

For example:

• Patron 'A' was encouraged to give a real gift or pledge of $500 by a Board member.
• Enter the full donation under Patron 'A'
• In the soft credit tab, you can assign an amount to the Board member that will increase their recognition total in the donation module without causing a real donation to be entered.
• The donation program listing can be told to accumulate real donations, soft credits and matching gifts to provide the aggregate recognition

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.

   

For Quick Reference Soft Credits, You can download: Screencasts (online video demonstrations of the functions with narration)

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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 reopen.

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"

Typical things to change are:

• Increasing the donation amount or modifying any other data on the donation.
• Decreasing the donation amount after it has been receipted
• Modifying one or more program and/or tax receipt names en masse for donations for the patron.

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.

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 opens 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.

For Gift In Kind Quick Reference, You can download: Screencasts (online video demonstrations of the functions with narration)

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There can be times when a patron makes a donation and payment to a campaign. After the face, it is discovered the donation should be split across multiple campaigns. Follow the instructions below if this happens.

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.

• Once a payment has been deleted or reversed, the amounts on the donation can be modified or the donations can be deleted.
• If the donation is deleted -and-
  • it is has a matching gift the matching gift
  • that 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 all payments removed may be deleted.
• However refer to reducing the value of a donation to see how to reduce one
• Before you can delete a donation all printed tax receipts associated with the donation must be un-printed.

How to delete a Donations

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 opens.

    

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.

For Quick reference information on Deleting a Donation, You can download: Screencasts (online video demonstrations of the functions with narration)

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Mp4

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.

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 opens, 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 opens.

   

10. Click the No button.

    The Donation Detail window opens.

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 opens.

    

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 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.

• reprint a donation receipt, or
• manually print a one-off receipt (as opposed to using the Batch Print function) -or-
• backdate the receipt date if the payment for the donation is entered after year end and you need it to be for the prior calendar year

	When editing donation receipts, you CANNOT: date a receipt earlier than the donation date remove the receipt printed date without removing the receipt number have a receipt printed date and no receipt number have a receipt number and no receipt printed date
	YOU CAN date a receipt earlier than the payment date. This allows a small leeway for post dated payments that are processed after calendar year end checks received in the mail after year end but are dated prior to year end so the donation is really for the prior calendar year

Reprinting a Receipt

1. From the Donation tab in the Patron Record, open the receipt that requires a reprint.
   

2. Inside the Donation Detail window click the Receipt tab. Select the donation and click the Open button.
   

3. Inside of the Edit Manual Receipt window, click Set Reprint to reprint the receipt
   
   You can
   • click the Set Reprint button -or-
   • clear the reprint date

   The reprint date will default to the payment date on the donation.

   You may change it to match the donation date in some cases. For example if the donation comes in right at calendar year end and can be entered for the prior year

   This process has un-printed the receipt, setting up the donation to be printed again. Now we can either run a Batch Print for the next set of receipts (and this donation will be included), or, we can manually print the receipt (described below).

Manually Printing a Receipt

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 donation that requires a manual receipt.
4. Click the Open button.

   The Edit Manual Receipt window opens.

   

   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.

	Click the Set Reprint button if you want to unprint the receipt - so you can then reprrint it using the batch receipt printing. You can also unprint a batch of receipts through another window.
	An unprinted donation receipt generates a DU transaction with the old receipt number on it - which you can see in any transaction report or transaction window.

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.

1. Open Setup >> Batch Functions.

   

2. Select Print Charitable Receipts for Donor.

   The Print Charitable Receipts for Donor Criteria 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 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. Review the Sort option.
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.

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

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.

1. Open the Patron Record.

   For details on locating a Patron Record click here.

2. Click the Donation tab.

   The Patron's Donation history is displayed.

   

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

   The Donation Detail window opens.

   

5. Click the Receipts tab.

   

6. Select the receipts to be printer.
7. Click the Receipt button.

The Print Charitable Receipts for Donor Criteria window opens.



8. Adjust the Next Receipt number if necessary.

   Next Receipt # defaults to the next receipt number that is set up in the Donation 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.

9. 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.

10. Select Name Between search parameters.

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

11. Select the Fiscal Year (optional).

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

12. 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

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

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

14. 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.

15. Click the Next button.
16. Choose and Sort options..

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

17. Click the Next button.
18. Edit any of the default report titles or 'printed by' options.
19. 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.

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.

	You can also manually un-print and reprint donation receipts from the donation receipt tab on the donation window.
	An unprinted donation receipt generates a DU transaction with the old receipt number on it - which you can see in any transaction report or transaction window.

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.

To unprint some receipts:

• Select the receipts you want to unprint
• Right click on the lines and use the context menu to unprint the selected receipts
• Confirm that you want to unprint them. note a DU transaction ('donation unprint') will be created that to track that they were unprinted.

Parts of the Donation Receipt List Window

	A recurring donation template contains all the data required to create future donations on an ongoing basis. When a template is processed, the future donation will contain a new order, donation and payment based on the template. A donation template is NOT a donation per se. A process is run to create a donation and payment from the template.
	There are three ways a recurring donation can be created. Please read about all of them.

To access the Recurring Donation Templates window:

1. Choose Setup >> System Tables >> Recurring Donation Templates

   

   The Recurring Donation Template List window opens.

   

Parts of the Recurring Donation Template List Window

	Accesses the Help section for this window.
	Inserts a New recurring donation template through the Recurring Donation Template window. For more information on inserting recurring donations click here.
	Opens a window to edit a recurring donation through the Recurring Donation Detail window. For more information on editing recurring donations click here.
	Duplicates an existing recurring donation. For more information on duplicating an existing recurring donation click here.
	Deletes a recurring donation. For more information on deleting recurring donations click here.
	Generates a report of recurring donations to the screen or default print location.
	Exports out a recurring donation template list in a tab-delimited format.
	The patron record opens. For more information on the patron window click here.
	Creates the next scheduled gift for each of the recurring donation templates. For more information on the creating scheduled gifts for recurring donations click here.
Recurring #	Unique number assigned to the recurring donation for tracking within Theatre Manager.
Patron #	Unique number assigned to the patron for tracking within Theatre Manager.
Type	The patron's selected category type. For more information on defining patron types click here.
First Name	The patron's first name that has the recurring donation.
Last Name	The patron's last name that has the recurring donation.
Company	The patron's company name that has the recurring donation.
Campaign Name (Internal)	The internal campaign name that receives the recurring donation. For more information on Donation Campaigns click here.
Campaign Name (External)	The external campaign name that receives the recurring donation. For more information on Donation Campaigns click here.
Start Date	The date the recurring donation was requested to be started.
Next Date	The date the next recurring donation is scheduled to be created.
End Date	The date that will stop all further gifts from being created by the recurring donation. Once this date has past, no donations will be created. An empty End Date will allow donations to be created into perpetuity.
Amount	The amount each gift will be created for each scheduled frequency.
Recurring Frequency	How often the donation will be created.
Donation Field#1	The Donation Field #1 value to assign for each gift created by the recurring donation. For more information on defining the Donor#1 Popup Field click here.
Donation Field#2	The Donation Field #2 value to assign for each gift created by the recurring donation. For more information on defining the Donor#2 Popup Field click here.
Donation Field#3	The Donation Field #3 value to assign for each gift created by the recurring donation. For more information on defining the Donor#3 Popup Field click here.
Solicitor	The main solicitor for this recurring donation. For more information on defining solicitors click here.
Solicitor #	The main solicitor # for this recurring donation.
Active	Indicates if the recurring donation is active and will create gifts on the scheduled frequency.

Parts of the Recurring Donation Detail Window

	Opens a new Recurring Donation Detail window to enter a new recurring donation.
	Saves the currently open recurring donation.
	Creates a duplicate of the currently open recurring donation.
	Can be clicked while editing to revert back to the last time the open recurring donation was saved.
	Deletes the recurring donation currently open.
	Checks the spelling in the appropriate fields.
	The Details tab is where you enter the descriptive information about the recurring donation. Click here for more information about the Details tab.
	The Notes tab is where you enter default values and notes for the recurring donation. Click here for more information about the Notes tab.
	The Matching Gift tab is where you define the matching gift profile of the company who will match this recurring donation. Click here for more information about the Matching Gift tab.
	The Statistics tab shows the various total amounts for the selected recurring donation. Click here for more information about the Statistics tab.
	The Donations tab displays the list of gifts and matching gifts associated with this recurring donation. From here, you can open the selected donation. Click here for more information about the Donation tab.

This process will process the Recurring Donation Templates and create gifts/donations for each recurring donation template whose 'Next Gift Date' is up-to or equal to the date the process is run.

If the 'Next Gift Date' spans a timeline where multiple gifts are to be created based on the combination of 'Next Gift Date, 'Frequency', and the 'date the process is run'; each gift created will have the appropriate Donation Date as if the process was run on the date it was scheduled to be created.

Scheduled Gifts for Recurring Donations are reviewed and created in the following areas: Automatically each time the End-of-Day Wizard Deposit process is started. Automatically when the Year End Rollover process verifies and checks that a year end rollover can be completed. Manually by choosing the 'Recurring' button on the Recurring Donations window.

1. Choose Setup >> System Tables >> Recurring Donations from the Main Menu.

   

   The Recurring Donations List window opens.

   

   Click here for information about the recurring donation window.

2. Click the Recurring button .

   The confirmation window will open confirming the request to create gifts from the recurring donations.

   

3. Click Create Gifts

   The gifts will now be created.

4. Click OK after reviewing the completion message.

   

The DonorSearch API Key is a unique identifier used with all transactions between DonorSearch and Theatre Manager. It acts as the place holder for a "Username" and "Password" that the end user would enter into the DonorSearch Web Portal directly if not accessing the data via Theatre Manager.

This process will return the API Key. You will only be able to return the API Key once. After an API Key is created for your account, it is not retrievable this way again. Attempting to run this same process will report "Error". There are two reasons for the "Error" message will occur:

1. The username and password are an invalid combination.
2. The API Key has already been generated.

If this message occurs please reach out to your DonorSearch contact after ensuring you have entered the appropriate required fields.

If you have previously generated your API Key and know exactly what the API Key is, you can enter it directly into the API Key field.

Retrieving API Key

1. Use the Setup menu and clicking on Company/Outlet Preferences.
2. Click the Donation tab.
3. Click the DonorSearch API Settings button.

   The DonorSearch API Setup window opens.

   

   Username	The account name provided by DonorSearch to access your organization's account.
   Password	The password provided by DonorSearch to access your organization's account.
   API Key	DonorSearch's unique identifier used with all transactions between the DonorSearch API and other outside parties.

4. Enter the "Username" provided by DonorSearch for your account setup.
5. Enter the "Password" provided by DonorSearch for your account setup.
6. Click the Get API Key button.
7. Click OK.
8. Click Save in the window toolbar.

The DonorSearch API Key has now been updated and saved within Theatre Manager.

There are 2 methods of sending in requests to DonorSearch for analysis on your donors. An exported Text File Submission and Direct Submission. The exported file offers more information to match on and generates a more higher degree of successful data matching, however a direct submission offers a more quick turnaround on immediate information about your donor. Regardless of your choice of submitting new searches, the steps to complete the process are virtually the same.

To begin with a search, you will need to determine which patrons you wish to submit for analysis on. This could be from:

• the "Who's In tab" on a mail list of potential or existing donors
• the list of existing donors from a previous donation campaign
• the Patron window Donor's tab

Once you have determined the patrons you wish to submit, proceed wth one of the following submission choices:

1. Direct Submission - offers a more quick turnaround on immediate information about your donor.
2. Text File Submission - generates a more higher degree of successful data matching and additional information about your prospect.

The following process is for retrieving the analytic results from requests to DonorSearch that were perform through the Direct Submission option.

Before beginning with the retrieval process, you will need to determine which patrons you wish to retrieve the analysis on. This could be from:

• the "Who's In tab" on a mail list of potential or existing donors
• the list of existing donors from a previous donation campaign
• the Patron window Donor's tab

Retrieving Analytic Results

1. Select the patrons that you requested a new search for.
   • the "Who's In tab" on a mail list of potential or existing donors
   • the list of existing donors from a previous donation campaign
   • the patron window donor's tab

   If your retrieving a request from the patron window donor's tab, there is no patron selection required. Proceed with the next step by Right-Clicking anywhere on the donation listing.

Hint: If your unable to remember exactly which patrons you need to retrieve analytic results for, proceed directly to the DonorSearch Analytic Results window. From there, you're able to easily determine which patrons require retrieval of results and download them too.

2. Right-click on the selected patrons

   A context menu will pop-up

   

3. Choose menu option DonorSearch Analytics >> Retrieve Analysis
4. Review the response message confirming the analytic results information has been downloaded into Theatre Manager.

   

5. Click OK
6. Proceed to the steps on how to View Analytic Results window from DonorSearch.

The following process is for importing the analytic results from DonorSearch that were through the Text File option.

Importing Analytic Results

1. Goto menu options File >> Import/Export >> Donation >> DonorSearch Analytic Results.

   This will open the Import Data Window.

   

2. Click Select button.
3. Select the file that was provided from DonorSearch containing the analytic results.

   

4. Click Open button.
5. Match Fields to the Database.

   

6. Click Match Keys button.
7. Select Key Field to Match On.

   

   In most cases, select "DS_PROFILE_LINK - DonorSearch-Profile Link"

8. Click Set Options button.
9. Select Data Import Options.

   

   In most cases, select "Import all data as new records"

10. Click Import button.
11. Click Import to proceed with the import process.

    

12. Proceed to the steps on how to View Analytic Results in Theatre Manager from DonorSearch.

The DonorSearch Analytic Results List window displays the retrieved/downloaded analytic analysis for your organization. From this window your able to continue your analysis of your potential and existing donors as you manage their movements through your donation campaigns.

Opening the DonorSearch Analytic Results List Window

• From the Donation Campaign List Window
  1. Click in the window menu
  
  
  
• From the "Who's In tab" on a mail list of potential or existing donors, or from the list of existing donors from a previous donation campaign.
  1. Right-click on the selected patrons

     A context menu will pop-up

     

  2. Choose menu option DonorSearch Analytics >> DonorSearch Analytic Results
  
  
  
• From the Patron window Donor's tab
  1. Right-click anywhere on the list of donations

     A context menu will pop-up

     

  2. Choose menu option DonorSearch Analytics >> DonorSearch Analytic Results
  
  
  

Parts of the DonorSearch Analytic Results List Window

	Not available in this window.
	Opens the selected DonorSearch Analytic Result for the selected patron.
	Not available in this window.
	Deletes the selected analytic results. This only deletes the result from Theatre Manager. DonorSearch retains the record until it has been deleted manually through the DonorSearch Web Portal.
	Generates a report of all listed analytic results to the screen or default print location.
	Exports the data from the analytic results list into a selected file format and saves it to a selected location.
	Opens the Contact Card for the selected patrons in the list.
	Assigns a donor solicitor to the selected patrons in the list.
	Requests a New DonorSearch Analysis for the selected patrons in the list.
	Retrieves the DonorSearch Analytic Results for the selected patrons in the list.
	Go directly to the DonorSearch Web Portal and view the DonorSearch Analytic Results for the selected patrons in the list.

Analytic Results Search

Search options require parameters to search within. The most common search parameter is From/To. This option allows for a start and end range to be entered for the search. It can limit down the list quickly and can be as specific as needed. The second most common search parameter is Like. Like returns results containing the value entered for the search.

The DonorSearch Analytic Results Detail Window displays all of the analysis results from DonorSearch on your patron.

Parts of the DonorSearch Analytic Results Detail Window

	Opens the Contact Card for the selected patrons in the list.
	Requests a New DonorSearch Analysis for the selected patrons in the list.
	Retrieves the DonorSearch Analytic Results for the selected patrons in the list.
	Go directly to the DonorSearch Web Portal and view the DonorSearch Analytic Results for the selected patrons in the list.
	Primary Tier displays the essential results to be used in reviewing the donor's analysis. This information is suggested be referenced when building mail lists for prospects for your donation campaigns.
	Second Tier displays the important information about the donor.
	Third Tier displays information of significance about the donor.
	Batch Screening displays the group of fields used to house batch screen information created during the batch processing (Text File) submission. The values on this tab represent analysis results comparing to the other patrons submitted within the same batch processes.
	Miscellaneous displays the counts and total amounts for various areas of interest found for this patron during the analysis.
	Profile displays the additional information provided by Theatre Manager to DonorSearch during the batch processing (Text File) submission.
	Submitted displays the statistical information of actual gifts made by this donor that was exported by Theatre Manager to DonorSearch during the batch processing (Text File) submission. The statistical information of actual gifts shown is based on the exact information contained within Theatre Manager at the time the export occurred. Any donation activity within Theatre Manager after the submission, may alter the current and up-to-date statistical information shown on the patron window statistics tab.

DonorSearch offers a direct web portal to the ProspectView Plus web serviced database. ProspectView Plus is designed as a visual, interactive display of the generated detailed profiles containing philanthropic and wealth information.

Parts of the DonorSearch Web Portal Login Window