The Finance Dept at my organization is wondering if there's a way for a contribution to be allocated to different funds during the same transaction.
This situation comes up when a donor gives us a lump sum that needs to go towards separate funds. Currently, we're processing the gift in its entirety in one transaction and then backing out the amounts that need to be diverted and then re-entering them in the proper funds. (Or, conversely, entering each amount straight into its correct fund in a series of transactions).
The question, really, is - is it possible to divert monies in one transaction to separate funds. I have my doubts that this is possible, but it's worth a shot.
[And of course, tax receipting makes it complicated - if the donor needs one receipt to reflect the entire amount, we have to process the entire amount first so that only one receipt gets printed; otherwise, if we process each amount separately, we'll end up with a number of receipts]
Thanks in advance!
Hi Christine!
For most contributions, you should be able to enter multiple gifts and payments within one transaction:
1) Enter the Constituent ID, then enter the whole check amount in the Payments subscreen, and enter your first gift.2) Change the Payment amount to reflect only what that first gift is.3) Hit OK, but don't hit Done yet. Instead, go back to the top of the screen, change the appropriate source code and solicitor, then hit "New" again (or Pledge Payment) and enter your second gift.4) Repeat this for all gifts being paid with this payment, make sure they total to whatever your check amount was, then finally hit "Done".This may not work if the payment is for multiple Membership gifts, but otherwise it should be fine. You'll still end up with multiple receipts, though.
Hope that helps!
-- Mike
Christine,
This is possible we do it often. You enter the payment info, select source and channel then click new. Next select the fund/campaign for the first gift and adjust the Payment amount. Do whatever else you need to do (notes, matching etc.) then click ok but don't click "done". Next, click "new", select a different fund/campaign and finish as usual.
As you mentioned, it does complicate receipting if your receipts are auto generated and it also would assign the same source to both gifts which could be a problem depending on your reporting. You can however change the source on the gift after it is entered via the constituent's contributions tab but keep in mind that only changes the source in t_contribution not t_transaction.
Depending on how you do your receipts you could delete the receipt from the Prem/Ack tab for one of the gifts and add a gift note on the other gift (the one that has the auto generated receipt) explaining that the contribution amount should be adjusted. This assumes that your gift notes show in your acknowledgement report.
Dale
We actually use the "On Account" method. I'd enter the total amount to be charged, then hit "Insert" in the payment screen and choose On Account for the amount for the other funds. Then when I do another transaction I choose the On Account and take the money from there.