Best Way to Track these types of gifts?

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Hannah Wiginton
Hannah Wiginton ✭
Ancient Membership Facilitator 1 Name Dropper Photogenic
in Blackbaud Raiser's Edge NXT®: General Discussion
Looking for the best way to track these types of gifts


Example: We have a local realty company who put on a garage sale and all the proceeds were donated to us. If any of the garage sale shoppers (general public) purchased something with a check, the realty company just had them write the check to our organization. I really don't want to create an entire Appeal for these few checks (4 or so) - Would it be best to use an Attribute?


Thank you!


Hannah
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  • Hannah Wiginton
    Hannah Wiginton ✭
    Ancient Membership Facilitator 1 Name Dropper Photogenic

    Hannah Wiginton:

    Looking for the best way to track these types of gifts


    Example: We have a local realty company who put on a garage sale and all the proceeds were donated to us. If any of the garage sale shoppers (general public) purchased something with a check, the realty company just had them write the check to our organization. I really don't want to create an entire Appeal for these few checks (4 or so) - Would it be best to use an Attribute?


    Thank you!


    Hannah

    Or would I make some sort of 'tracking' capability on the Gift itself??

  • JoAnn Strommen
    JoAnn Strommen ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    Sometimes the good efforts of one party make more work for the second party. I get the reluctance to create records for these non-gifts. Reality is they did not make a gift to you - they purchased something at a garage sale. You shouldn't need to receipt them while you could acknowledge their participation in garage sale.


    Not konwing if you're a smaller community org where there's potential to use the record for mailings or a large one where the purchaser and/or you have no real relationship or potential for one...it's a tough call.


    I'd be tempted to just include the $ amount on the realty company record.
  • Hannah Wiginton
    Hannah Wiginton ✭
    Ancient Membership Facilitator 1 Name Dropper Photogenic

    JoAnn Strommen:

    Sometimes the good efforts of one party make more work for the second party. I get the reluctance to create records for these non-gifts. Reality is they did not make a gift to you - they purchased something at a garage sale. You shouldn't need to receipt them while you could acknowledge their participation in garage sale.


    Not konwing if you're a smaller community org where there's potential to use the record for mailings or a large one where the purchaser and/or you have no real relationship or potential for one...it's a tough call.


    I'd be tempted to just include the $ amount on the realty company record.

    Hey JoAnn,


    Yes, you are correct. They probably don't care about the 'donation' piece of it, just getting their items at a garage sale.


    Wishful thinking is that I log the checks as they are (for IRS purposes in case they come back looking for a receipt), they receive our general thank you, we send a personal thank you care with lots of gushy, feely stuff, then they can't help but want to get more involved. haha!!  :-)


    We are small enough to write personal thank yous (in addition to our general) to select donors. 


    I'm thinking I probably just need to use the general Appeal and then use an Attribute with the date to tie it back to how they got connected in the first place. I have been steering away from creating new Appeals for small, random stuff anymore. It gets way too confusing, overwhelming, and tend to forget year after year.

     

  • Joanne Felci 2
    Joanne Felci 2 ✭
    Ninth Anniversary Facilitator 4 Name Dropper Photogenic
    we usually use gift reference for those one off type things
  • JoAnn Strommen
    JoAnn Strommen ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    I would not create an appeal for sure. When someone/some org does a benefit like garage sale/jeans day the funds go into our annual campaign and I just note in the reference why/how they collected the money.  For your case, I'd use exact same campaign/fund/appeal as the realty company's money goes to.


    Note, they shouldn't be coming for a receipt. Even though the funds came to you. They paid garage sale fair market value for whatever they purchased. No charitable, tax-deduction unless they made check out for an amount over their purchases. IMO


     
  • Ryan Hyde
    Ryan Hyde ✭
    Tenth Anniversary Facilitator 3 Name Dropper Photogenic
    We have an appeal called "Third Party Fundraiser" (or "3PF" actually). In that appeal, we have packages that indicate broad categories of third party fundraiser types. These gifts always get associated with the "third party fundraiser TY letter" in our system, and that letter pulls in whatever you write into the reference field as part of the language of one of the sentences. So in this case, you may write "the [Realty Company] garage sale" in the reference field and the TY letter would come out looking something like "Thanks so much for the $20.00 gift you made as a part of the [Realty Company] garage sale!" 


     
  • Debra Holcomb
    Debra Holcomb ✭
    Tenth Anniversary Facilitator 2 Photogenic

    Joanne Felci:

    we usually use gift reference for those one off type things

    We do the same with the Reference field and then also use the Gift code on the Miscellaneous tab to mark it as a Third-Party Gift so it triggers the correct acknowledgement letter.  

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