Inserting a Donation

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 list window, or from the payment window while a patron is purchasing tickets.

 

Entering a Donation From the Donation List Window

  1. Find the patron who is making the donation

    Use the find function or the patron list to locate the patron you are looking for. Refer to the section on Finding a Patron for more information.

  2. Open the Donation List Window

    Refer to the section on Accessing the Donation List Window to learn how to open the Donation List Window.

  3. Click the Insert Button on the Toolbar

    One of two things will happen at this point. If the donating patron has nothing written in their company field, the donation detail window will open and an automatic assumption will be made that the donation is an Individual Donation. If the donating patron does have something written in their company field then no assumption will be made. A dialogue box will open asking if the donation is a corporate donation or not.

    Clicking will mark the donation as an Individual Donation. Clicking will mark the donation as a corporate donation. The Donation Detail window will appear as follows. Click Here for a more detailed breakdown of the Donor Detail window.

  4. Enter the information about the Donation

    Donation Campaign
    Using the drop down list click on the donation campaign that the donation is being given to.
    Donation Date
    You can select a donation date should the date of the donation differ from the default computer date. For example, you may wish to 'back date' a donation into a prior calendar year for tax purposes.
    Solicitor
    Using the drop down list select the person responsible for receiving the donation. This person must exist in the Employee table (see Setting up an Employee)
    Pledge Amount
    The pledge is the total amount which the donor intends on donating. The pledge amount will automatically be copied to the Actual Amount. However, it can differ from the actual amount the patron will donate on this date if you wish. This is useful for multi year pledges and for managing receivables.
    Actual Amount
    Click in to the amount field and enter the donation amount. This amount sets up a receivable in Theatre Manager so that the system knows to expect a payment for this amount. It could be one payment or it could be post dated payments.
    Next Contact Date
    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 is selected from the fiscal year set up in default settings. Refer to Accounting for more information
    Gift In Kind
    Select the Gift In Kind if the donations is for goods or services. Click Gift In Kind for more information.
    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.
    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.
    Patron's 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.

  5. Click

    The payment window opens.

  6. Pay for the donation

    Click Payment for additional information.

 

Entering a Donation From the Payment Window

This is a very useful function of Theatre Manager, imagine you have sold tickets or a membership to a patron and then they decide that when they are paying for the tickets they would like to make a donation to the company. This is no problem, all you need do is click on the donation button on the payment window and you can start entering the donation. The only major stipulation of doing this is that the donation will be entered under the same patron account that the tickets or membership are being entered for. A patron may also come to you and tell you that they cannot attend the upcoming event and therefore they would like you to refund the tickets and keep the money as a donation. Click Here for an explanation of how to turn a refunded ticket into a donation.

  1. Access the Payment Window

    You may do this by purchasing tickets or a membership, or by simply adding a payment to an existing order.

     

  2. Click on the Donation Button

    One of two things will happen. If the donating patron has something written in their company field. A dialogue box will open prior to the donation detail window, asking if the donation is a corporate donation or not. The user must select yes or no.



    Or, if the donating patron has nothing written in their company field then the donation detail window will display, and an automatic assumption that the donation is an individual donation will be made.



  3. To continue inserting the donation go to step 4 of inserting a donation from the Donation List Window

    The only difference is the final step. In this case you would click the Done Button instead of the Payment Button.