Donor commitments (often called pledges) are agreements by donors to make gifts to your organization. Each pledge has a donor commitment record to store the details, such as donor information, pledge amount, and transactions that fulfill the pledge.
To work with donor commitment records, follow these steps:
1. In the navigation pane, select Gifts from the Change area menu.
2. Under Gift Processing, select Donor Commitments.
3. The default view opens and displays existing records. If needed, switch to a different view.
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Add a new donor commitment
To record a new pledge from a donor to make a single donation, create a new donor commitment record as follows:
1. In the navigation pane, select Gifts from the Change area menu.
2. Under Gift Processing, select Donor Commitments.
3. On the action pane, select New.
4. A new record opens and displays the Single Donation Form Tab. Complete the following sections:
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# | Description |
1 | Pledge Entry |
2 | Contact Address |
3 | Pledge Details |
4 | Fundraising Attributes |
5 | Process |
Pledge Entry
Field | Description |
Donor | The related contact or organization giving the gift. |
Amount | Contact Address |
Channel | The channel the gift was received in: |
Book Date | The date defaults to today’s date, however, it can be changed to either a post-dated donation (a donation yet to occur) or a previous date. |
Originating Campaign | The campaign or event that the gift is related to. |
Primary Designation | The designation contains the information needed to track both expected and received revenue. |
Contact Address
This section fills in automatically when you select a Donor in the Pledge Entry section.
Field | Description |
Currency | The currency of the donation. |
Anonymous | Indicates whether the contact wants to be listed in any marketing materials for this donation. |
Field | Description |
Appeal | The appeal this gift record is related to. |
Package | The package this gift record is related to. |
Solicitor | A lookup field to identify the individual credited with obtaining the gift. |
Related Constituent | A lookup field to identify the contact/constituent related to the gift. For example, an organization might be the donor and the related constituent is the individual associated with the organization’s gift. |
Process
Select Process to begin accepting payments from the donor. The Linked Transactions section appears. To accept a partial payment, select New Transaction in the Linked Transactions section.
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Accept a payment for an existing donor commitment
You can accept a partial payment or full payment for an active donor commitment.
1. In the navigation pane, select Gifts from the Change area menu.
2. Under Gift Processing, select Donor Commitments.
3. The default view opens and displays existing records. If needed, switch to a different view.
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4. In the view, find the donor commitment record, and then select the link in the Identifier column.
5. When the record opens, in the Linked Transactions section, do one of the following:
To accept a partial payment, select New Transaction.
To accept payment for the full Remaining Balance, select Convert to Donation
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6. In the transaction record that opens, under Gift Entry, select the correct Gift Type. If you're accepting a partial payment, adjust the value of Amount accordingly.
7. Change any other fields as needed, then select Process.
8. When the transaction completes, you can save and close the transaction record. Or, to return to the donor commitment record, select the link just above Linked Pledge at the top right.
Print a Thank you letter
1. In the navigation pane, select Gifts from the Change area menu.
2. Under Gift Processing, select Donor Commitments.
3. The default view opens and displays existing records. If needed, switch to a different view.
4. In the view, find the donor commitment record, and then select the link in the Identifier column.
5. When the record opens, select Print Thank You on the action pane.
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Write off a donor commitment
When a donor is unable to fulfill a donor commitment, you can write it off rather than deactivating or deleting the record. If you write it off, you can track the donor’s activity more accurately and balance the account.
1. In the navigation pane, select Gifts from the Change area menu.
2. Under Gift Processing, select Donor Commitments.
3. The default view opens and displays existing records. If needed, switch to a different view.
4. In the view, find active donor commitment record, and then select the link in the Identifier column.
5. When the record opens, select Write Off on the action pane.
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6. The dialog shows the maximum available amount. Set the amount of the write-off, then select Submit.
7. The donor commitment's Remaining Balance changes according to the write-off amount, and the status reason changes to Write Off.