Data entry of Givenow & Benevity donations

Happy Gelder

Hi there!

Can anybody please help me in regards to entering donations from Givenow and Benevity etc into eTapestry?

Our charity receives the gross amount less fees (merchant or matching fee) - my question is how to show the gross, fee and net amount?

Up to now, I have only been entering the net amount which isn't correct because the donation receipt should show the gross amount for tax purposes for the donor.

Much appreciated.

 

Geoff Arbuckle

Hi Happy.


One idea tha tI would have would be to enter the entire, gross amount as the RECEIVED AMOUNT in a gift.  At this point, you would be showing the true, total amount that the donor intended on giving.  However, to display the net amount, this could conceivably be displayed in many ways, but you want to be careful to not deduct from (or "penalize") the donor by recording the fee and net amounts.


My main recommendation would be to create two new currency User Defined Fields on a transaction screen.  I'd name these Givenow and Benevity Fee Amount and Givenow and Benevity Net Disbursement.  These would be created by doing the following:


1. Go to Management

2. Click User Defined Fields under Database Configuration

3. Click the Base category (or click New Category under Tasks to create a new category and access that one after you save it)

4. Click New Defined Field under Tasks

5. Name the field and set the Data Type to Currency

5. On step 2, choose Transactions ONLY

6. Go to Step 4 and choose the Display option for a Text Box

7. Click Save and Finish


Repeat the steps for the other field.  Then, as you add a gift, click the User Defined Fields panel on the right side of the screen and you will find your fields there to fill in.  These will also be available in queries and reports as well and being currency type of fields, they will be able to show calculations as well.

Happy Gelder

Hi Geoff,

Thanks for the recommendation.

After not receiving any replies online I finally gave in and rang the eTapestry support line and they suggested a similar option but I like the simplicity of your recommendation.

Your explanation sounds like a good option and makes sense to me. I'll give it a try. 

 

Vicki Bradley

Hi Geoff


The way that we enter the payments in manually is to add the gross amount (this was the amount they intended to donate) on to the database.  When our finance team are dealing with the net amount we give them a breakdown of which nominal code the gross payment should go to and the nominal code we want the fees to come from.  It means the finance team have to do a journal but it works well.


 

Gabriele Wessendorf

Hello,


I enter the total amount from the donor to their eTap account.  They get credit for the full donation.  Since I am also the finance person I create the deposit by posting the total donation as income and the fees are posted as an expense which then totals to the actual deposit.  The fee is an expense and should be noted as one.  This will save you from adding any user defined fields, the donor gets full credit and the math works.

Happy Gelder

Thanks everyone for replying. 

After discussions with my Finance Manager we have decided to go with the easiest option as Gabriele does, this way minimises the User Defined Fields.