Revising Thank You/Donor Acknowledgement Process

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Breah Woolson
Breah Woolson
Ninth Anniversary First Comment Blackbaud Certified Facilitator Level 1
in Blackbaud Raiser's Edge NXT®: General Discussion
Hi,

We are in the process of editing our Thank You, donor ack process.  We are now entering our Event gifts (ie. tickets sold and Sponsorships) in to Raisers Edge, previously we were only doing Sponsors.  Does anyone enter Event ticket sales and sponsorships in to RE?  We are having to do math prior to entering to account for the tax deductible portion of both.  Which then means customizing our thank you letters to pull in the tax deductible portion of both (which we are entering in the "Receipt Amount" field). 


Our donors get thank'd and receipted online if it's a credit card payment.  However, these are particularly relevant to check payments that come in.  Anyone familiar with what the laws are surrounding this topic and what should be on the thank you letter?

 
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  • Cathleen Mai
    Cathleen Mai
    Tenth Anniversary 100 Likes 100 Comments Name Dropper
    Do you have the Event module?
  • Breah Woolson
    Breah Woolson
    Ninth Anniversary First Comment Blackbaud Certified Facilitator Level 1
    Hi,


    Thank for your reply.  That's a good question.  We do not.  Apparently it has been looked in to in the past however we do a lot of auctions on site at events.  It was told to me that because of the Auctions and raffles at events, BidPal is much easier to use.  Are you familiar with BidPal?  The problem we are left with then is that ideally we want those payments also entered in to RE, making the reconciliation difficult. 


    Does the Event module have the ability to do Auctions do you know?
  • Cathleen Mai
    Cathleen Mai
    Tenth Anniversary 100 Likes 100 Comments Name Dropper
    We have used BidPal before. The Event module cannot replace it, it does not provide the mobile bidding for the auction

    The Event module counts your registrations, provides a seating chart and the opportunity to link each registration to the gifts in RE. I find it very useful, but since you don't have it:


    - You probably can enter default benefits for each ticket- level under Tools/ Defaults/Gifts or set up "Template" gift batches,

    the benefits (the non tax deductible part of the donation) can then be pulled into the gift and will automatically change the receipt amount. Both are fields in Donor Acknowledgment letter in Mail.  I have a conditional acknowledgment letter set up, that goes by appeal and I print the tax receipts on a seperate form ("3 per page" Blackbaud form)


    - I believe BidPal provides you an excel sheet with the details - you could import this into RE using Importacular (Zeidman)


    Hope this helps.



     
  • Jennifer Gallo
    Jennifer Gallo
    Ninth Anniversary 25 Likes 10 Comments Name Dropper

    Breah Woolson:

    Hi,

    We are in the process of editing our Thank You, donor ack process.  We are now entering our Event gifts (ie. tickets sold and Sponsorships) in to Raisers Edge, previously we were only doing Sponsors.  Does anyone enter Event ticket sales and sponsorships in to RE?  We are having to do math prior to entering to account for the tax deductible portion of both.  Which then means customizing our thank you letters to pull in the tax deductible portion of both (which we are entering in the "Receipt Amount" field). 


    Our donors get thank'd and receipted online if it's a credit card payment.  However, these are particularly relevant to check payments that come in.  Anyone familiar with what the laws are surrounding this topic and what should be on the thank you letter?

     

    This is our first year entering in sponsorships.  I created an Appeal Package for each level which included items that they received in return for their sponsorship.  I have my TY letter set up to reflect the price of the sponsorship and the resulting "gift" that is tax deductible.  Since I am doing this for a different department, I have a separate Campaign, Appeal and Fund set up so as not to interfere with my department goals.

    My biggest hold-up to the process was not checking the Benefits Area on the Gift tab to include the acceptance of the Package "extras".


    Sample letter:

     
    On behalf of XXXXX, thank you for your sponsorship at the Eagle level at $600.00 which results in a gift of $100.00 to the Golf Outing.  We are happy to have you partner with us in the 2018 XXXX Golf Classic.  Your sponsorship helps ensure that the XXXX Athletic Department continues to move forward so that future XXXXX athletes will be able to create their own memories and leave their mark on our long history of success.

     You can be sure that your gift will pay dividends in the lives of these young women, now and in the future.  If you haven’t been back to visit in a while, we would love for you to come to one of our many home games and let us show you around.

     Please know that your gift allows us to continue the great and holy work of St. Julie – “teaching them what they need to know for life.”
    May the Good God bless you always,

      
    Did you know that you can double or triple your gift to XXXXXXX if you work for a matching gift company? Please ask your personnel office for a form or visit our website at www.XXXXXXX.org.
     XXXXXXXX is a 501(c)3 non-profit organization. Your gift is deductible to the fullest extent allowed by law since no goods or services were provided.


     

    Feel free to PM me if this is not making sense and I will send you screen shots.

  • Susan Chomsky
    Susan Chomsky
    Tenth Anniversary 100 Comments 100 Likes Photogenic

    Breah Woolson:

    Hi,

    We are in the process of editing our Thank You, donor ack process.  We are now entering our Event gifts (ie. tickets sold and Sponsorships) in to Raisers Edge, previously we were only doing Sponsors.  Does anyone enter Event ticket sales and sponsorships in to RE?  We are having to do math prior to entering to account for the tax deductible portion of both.  Which then means customizing our thank you letters to pull in the tax deductible portion of both (which we are entering in the "Receipt Amount" field). 


    Our donors get thank'd and receipted online if it's a credit card payment.  However, these are particularly relevant to check payments that come in.  Anyone familiar with what the laws are surrounding this topic and what should be on the thank you letter?

     

    Hi, we batch all gift entry and add the benefits as we do the entry. I've attached our "How to" doc here. The merged letters have the "Receipt" amount in the bottom paragraph. 
    P.S. Forgotten Harvest is a 501(C)(3) nonprofit organization and donations are tax deductible to the extent allowed by law.  Your sponsorship includes benefits and/or tickets to the event as outlined in the sponsor package. Tickets will be sent under separate cover. The tax-deductible portion of your gift is $2,200.00.



     

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