Process optional donation

If there are multiple donations from one donor at one time, they should all be recorded on one donation entry. This reduces the number of donation transactions and the number of email receipts that need to be sent.

To record an optional donation to a member's record:

• Open the member's record, if it is not already open.
• Click on the gray Donations tab.
• Click on the "Record donation" button, which is near the top of the page, on the right.
• Complete the fields in the Add donation form as follows:
  • Amount - Enter the total amount of the optional donation -- all donations made at this time except the membership donation.
  • Date - Normally use the default current date, but you can change it if there is a reason to use another date.
  • Payment type - Use the pull-down box to select the way the donation was made.
  • Comments for payer - Leave blank.
  • Comment box - Enter the donation account name(s) and the amount(s) here. Separate donations to different accounts with commas. For example: "Scholarship $35, Operations $45". This information gets included on the receipt that you will email to the donor.
  • Internal notes - Copy from the comment box, but add check numbers or Foundation transaction numbers. If the check is for both the membership renewal donation and an optional donation, so indicate. What you include here shows up in the donations list, making information much easier to find. 
• Click on the Save button at the top of the form when done entering this information. Keep the donation information on your screen -- don't move to a different screen yet, but continue with the next step to send a receipt.

This step applies if the member has a valid email address. If there is not an email address on file, skip this step. The donor's receipt from the Foundation will be sufficient. That receipt is sent when the Foundation has recorded the gift in the account(s).

• Click on the Donation receipt button and the top of the page. You should see a formatted email message with the subject "ASU Retirees Association Donation Receipt".
• Don't try to enter anything into the "Personal message" box.
• If everything looks okay, click on the "Send email" button at the top of the page. If anything is wrong, make corrections using the Edit button, then return to email the donation receipt.

If a member donates $100 or more (over and above the membership donation), the Membership Operations Manager notifies the ASURA office volunteers, providing name, address, and amount of donation.

The office will send a personal letter to the donor thanking them.

Normally you would make changes to a particular donation record by going to the member's record and choosing the donations tab.

If this doesn't work, e.g., because you are not sure that you added the donation to the right person, you can go to the donations menu, which will open at the Donation list. You can use the pull-down boxes and the search box to filter the list.

This is also a means of seeing, for example, all donations made to the Scholarship fund during a specific period.

Another use of the donations list might be to identify people who have donated $100 or more, to send the information to the office volunteers so a personal thanks can be sent.

If you have entered a donation on the wrong member record, or just want a clean slate to start over, you can delete the donation record:

• While viewing the member's record, click on the Donations tab.
• Click on the donation you want to delete.
• Click on the Delete button.

Note: You cannot delete a membership renewal this way.